What is Appointment or Joining Letter?

Appointment letter or a joining letter is a formal letter provided by the company in writing to a candidate joining the organization for employment purpose. It is usually provided by the company on the first working day of the candidate. It includes position offered (designation), salary offered, Joining date, benefits, privacy policy, work policy, leaves and other information about the employment. One copy of joining letter is signed by the candidate as a token of acceptance and return back to the employer and the other copy is retained by the candidate for future reference.

When appointment letter/Joining letter is provided?

Appointment letter or joining letter is provided by the HR manager or a manager to the candidate at the time of joining the organization. It is printed on the letter head of the company and given to the employed candidate in order to provide him all information about his or her employment. Appointment letter serves as a proof that the candidate is joining the organization at a particular designation on the specified date at a specified amount of salary. This letter forms the employment status of a candidate in a company.


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When to Create an Appointment Letter?

Appointment letter or joining letter is created to inform the candidate about the rules, regulations, terms & conditions of the company. It also contains the information about the candidates joining – Designation, salary, joining date, other benefits etc. Appointment letter is created by the HR manager with the following elements mentioned below –

Date, month & year

Candidate’s name and full address

Subject

Job title/designation

Company name

Joining date

Supervisor designation

Salary

Employment type

Place of posting

Hours of work

Terms & conditions

Privacy policy

Purpose of joining letter

The purpose of joining letter is to inform the candidate that he has been chosen for the applied post. The candidate has been given full right to decide whether to accept or reject the position offered by the company. The decision of the candidate is based on the details provided in the letter. In case the candidate is having any question regarding the position offered, he or she can clarify the same with the HR manager. If candidate finds everything fine & correct in the joining letter, candidate accepts the position offered by the company.

What information should be presented in the Joining Letter?

The following information should be presented by the HR manager in the joining letter

Employee designation

Right from the start of the joining letter, you need to mention the designation offered to the candidate. Title of the position should be correct as it may create confusion to the candidate in accepting the offer. It also gives an idea to the candidate about the roles & responsibilities he or she needs to fulfill in the future.

Employment Type

Employment type is a very important element of a joining letter in which employee is informed that whether he or she is appointed on full time, part time or on contractual basis in the company which clearly specifies the working hours of the employees.

Compensation details

The most important element of a joining letter is compensation i.e. how much a candidate can earn from the role offered to him to perform the specified roles & responsibilities of the company. The salary amount mentioned in figures in the joining letter should be correct. It also specifies when the candidate is expected to get paid i.e. bi-weekly/weekly/monthly. For ex – Salary of ABC Ltd. Company comes at 5th or 20th of every month. The element of overtime should also be included in the joining letter.

Benefits of the position

Joining letter also contains the benefits offered to the candidate along with the position. Different companies offer different benefits to the candidates. Some of the important benefits offered by the companies are –

  • Sick leaves
  • Holiday leaves
  • Paid leaves
  • Health benefits
  • Insurance

Every benefit should be properly defined in the joining letter.

Joining date

The joining letter must contain the Joining date i.e. when the candidate will start working in the organization. The purpose of putting starting or joining date in the joining letter is that the candidate should join the organization as early as possible so that the tasks are conducted in a timely manner. Complete date should be specified in the joining letter i.e. day, month & year.

Work schedule

Work schedule means how many days and hours you will work within a week and for the company. The same will depend upon the employment type – Part time or full time. Part time employees work half hours in comparison to the full time employees.

Location of work

Location of work means the exact location of the company. You need to write down company’s complete address in order to reach the location on the very first day of the job. Department name, floor or room number should also be mentioned on the joining letter so that address doesn’t create confusion and candidate will reach the company’s venue easily and on time.

Reporting authority

Complete name or designation of the reporting authority or supervisor should also be mentioned in the joining letter. Reporting authority oversees the employee’s performance at work and ensures that everything is going fine.

Expiration date of the offer

The expiration date of the employment offer is also been provided to the candidate in which the candidate needs to accept the offer in that particular time period unless it will be considered as rejection. This is done by many companies as many candidates takes much time in giving response to the joining letter which results in wastage of company’s time. It compels the candidate to respond fast.

Download Appointment Letter Format

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