Key Considerations of Writing an Appointment Letter
An appointment letter is a type of formal letter.
It is written by the employer to the selected candidate inviting the latter to join the organization as an employee.
The letter is given to the candidate after he has accepted the offer letter.
It is a document that details the terms of employment between the employer and the prospective employee.
This type of letter is not only issued to the outside candidates but also to the existing employees during internal recruitment activity.
For instance, it is given to the employees at the time of promotion or transfer.
This type of letter is considered to be a kick start of a candidate's new journey with a new job.
Hence, certain key facts should be kept in mind.
Here are the key facts that generally appear in an appointment letter of all forms of organization.
They are: 1.
The name and address of the selected candidate.
2.
The date of issue of the appointment letter.
3.
The date of joining for the candidate.
4.
Cost to the company (CTC) - It refers to the total cost of hiring the candidate to the organization.
It mainly includes salary, perks, costs related to training and statutory benefits to the candidate.
A detailed bifurcation of the CTC is tabulated and enclosed with an appointment letter.
5.
Terms of Probation - Any new employee generally undergoes probation between 6 to 12 months.
The period of probation and the salary to be given during this period is mentioned in the appointment letter.
6.
Post probation period - The letter clearly states the salary, new designation and the terms of employment if the candidate successfully completes his probation period.
7.
Rules and regulations - The letter also mentions the rules and regulations that the candidate has to abide by while serving the organization.
It may relate to the leave structure, resignation procedure, performance appraisal procedure and the conditions under which a person can be transferred or sacked, or any other.
There are certain points that need to be taken care of while issuing an appointment letter.
Those are: • It should always be issued on the company's letter head.
• It should always be signed by the authorized hiring person.
• It should be accurate, detailed and professionally worded to avoid ambiguity and misuse.
• It should be duly signed by the receiving candidate.
A copy of the same must be kept by the organization.
• It must include the information that needs to be stressed upon in bold letters.
It is written by the employer to the selected candidate inviting the latter to join the organization as an employee.
The letter is given to the candidate after he has accepted the offer letter.
It is a document that details the terms of employment between the employer and the prospective employee.
This type of letter is not only issued to the outside candidates but also to the existing employees during internal recruitment activity.
For instance, it is given to the employees at the time of promotion or transfer.
This type of letter is considered to be a kick start of a candidate's new journey with a new job.
Hence, certain key facts should be kept in mind.
Here are the key facts that generally appear in an appointment letter of all forms of organization.
They are: 1.
The name and address of the selected candidate.
2.
The date of issue of the appointment letter.
3.
The date of joining for the candidate.
4.
Cost to the company (CTC) - It refers to the total cost of hiring the candidate to the organization.
It mainly includes salary, perks, costs related to training and statutory benefits to the candidate.
A detailed bifurcation of the CTC is tabulated and enclosed with an appointment letter.
5.
Terms of Probation - Any new employee generally undergoes probation between 6 to 12 months.
The period of probation and the salary to be given during this period is mentioned in the appointment letter.
6.
Post probation period - The letter clearly states the salary, new designation and the terms of employment if the candidate successfully completes his probation period.
7.
Rules and regulations - The letter also mentions the rules and regulations that the candidate has to abide by while serving the organization.
It may relate to the leave structure, resignation procedure, performance appraisal procedure and the conditions under which a person can be transferred or sacked, or any other.
There are certain points that need to be taken care of while issuing an appointment letter.
Those are: • It should always be issued on the company's letter head.
• It should always be signed by the authorized hiring person.
• It should be accurate, detailed and professionally worded to avoid ambiguity and misuse.
• It should be duly signed by the receiving candidate.
A copy of the same must be kept by the organization.
• It must include the information that needs to be stressed upon in bold letters.
