Appointment Letter: Definition, Kinds and How to Write it

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It is typically the duty of an HR manager to write the appointment letter and send it to the selected employees. However, if you don’t know how it looks like and what the contents are inside, I got your back. Here I will tell you what an appointment letter is and how to write one.

What is an Appointment Letter?

As you got to know by now, an appointment letter is a document written by the employer to inform the selected candidates to join in a specific position in their company. It binds the candidate legally to the company and affirms that he agrees on the terms imposed by the company in exchange for a certain amount. This type of appointment letter is also called a ‘job letter’. This is the business-related one.

But there’s another type of appointment. You might’ve guessed by now: the appointment we take with the doctor. A doctor’s appointment letter is written to set your appointment with the doctor at your request, at the request of a medical professional or as a part of your nursing program in a hospital.

How Many Types Can They Be?

There are different kinds of appointment letters. For example:

  1. Permanent Job Appointment Letter
  2. Temporary Appointment Letter
  3. Part-time Appointment letter
  4. Appointment Letter with the Doctor/Missed Appointment Letter
  5. Contractual Appointment Letter
  6. Summer Internship Appointment Letter
  7. Business Meeting Appointment Letter, etc.

What to Include in an Appointment Letter:

This is the format and content of a basic appointment letter:

  1. In preparing a formal letter, the block style should be considered. The block style means that you should move all the letters to the left. In the first part on the top line should be the date, followed by the employee’s name or the receiver’s name and address. It should be four spaces below the date. Then again after two spaces below that, insert the salutation. “Dear Sir” or “Dear Ma’am” can be written formally, but you can also write“Dear John” and sound personal.
  2. After completion of the salutation, begin writing the body of your letter. The beginning part of your letter should sound warm & welcoming, as you would welcome guests to your house.
  3. Now, you have to describe the employee’s job responsibilities, the main tasks, the number of work hours. You may also include the length of time of any probation period if there is any.
  4. Then mention the employee’s salary and the benefits such as medical benefits and other compensations or incentives if any. On this step, make sure to emphasize the parts where the employee must know. For example, the dress code and other policies implemented.
  5. Now for the closing part of the letter, you have to close it in an optimistic tone, still in a friendly manner.
  6. After the last part, you need to leave some spaces to put “Sincerely”, followed by your name and signature. Do remember to put the dates when you are signing it and remind the employee to do the same thing. You need to include a deadline when you would like the letter to be returned.

Dos and Don'ts of Writing an Appointment Letter:

  1. During opening or starting the letter, you must be friendly and positive. It makes the receiver feel comfortable.
  2. Never forget to mention the necessities or else the reader on the other side won’t understand the letter properly.
  3. Do remember to add the contact information to the closing part as the employee might have some questions after receiving the letter.
  4. Keep two copies of the letter so that both parties have the legal document. (One for the company and another for the receiver)
  5. Proofread and edit. 

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