Appointment Letter

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					How an Appointment Letter Looks Like
As indicated in the sample appointment letter, such a letter is prepared using the
organization's letterhead, containing the logo, address and contact.

It is dated and has a reference number.

It is addressed to the successful applicant using the address that he or she has
given in the application letter or form.

The heading is usually in bold capital letters positioned at the centre of the page.

There is a one-line space between the heading and the commencing paragraph.

The first paragraph informs the applicant that he or she is offered the position
that had been advertised and for which he or she had applied for. For example,
the vacancy being filled is that of an HR professional.

The following paragraphs list out the fundamental terms and conditions of
employment.

One fundamental term that an appointment letter must contain is that the
employee is subject to deployment or transfer to any area of the organization's
operations including subsidiaries and even associated "companies".

The appointment letter must state that the selected candidate must accept the
offer within a specified period of time such as within thirty days from the date of
the letter. Do not leave theoffer open "forever".

The executive who has the authority "to hire and fire" must sign the appointment
letter. This is usually the CEO.

The board of directors can delegate responsibility to an executive whose rank is
lower than the CEO by whatever he or she called such as Managing Director,
Executive President, and so on.


Number of Copies of Appointment Letter and Distribution
Prepare at least three (3) copies of the appointment letter.

The original copy is forwarded to the successful candidate.

One duplicate copy is for filing.

The third copy of the appointment letter is forwarded to the successful job
applicant if you want the person to indicate his or her acceptance on the
appointment letter itself. It is returned after signing.




                     Sample Appointment Letter
This is an example of a sample appointment letter. Your organization can make
modifications as the situation requires or as your organization deems appropriate.
On the other hand, you may want to follow an entirely different sample
appointment letter.



                                (Letterhead and Address)

Reference:

Date:

(Name of Successful Applicant and Address)

Dear Sir/Madam, (or State Name)

APPOINTMENT AS ....................................................

We are pleased to offer you employment in the position of (State Title of Position
and Grade, if any with effect from ... (state date).

This appointment is subject to the following terms and conditions:

    1. BASE SALARY
       Your starting salary is ... (state amount) per month.
    2. ALLOWANCES
       May include cost of living allowance, hazards allowance, housing
       allowance, entertainment allowance, etc.

        Example: You are entitled to ... (state type) allowance of ... (state
        amount) per month.

    3. PROBATION
       The probation period is the length of time given to the employee to learn
       about the job. Legislation may impose the length of the probationary
       period. This is the norm found in every sample appointment letter.

        Example: You are required to serve a probationary period of ... (state
        period in weeks) after which your service will be confirmed subject to
        satisfactory performance. The probationaryperiod may be extended or
        shortened at the absolute discretion of the Company. During the
        probationary period, the appointmentmay be terminated by either party
        giving ... (state period in weeks) notice in writing to the other party or on
        payment of one (1) month salary in lieu of notice.

    4. DUTIES AND RESPONSIBILITIES
       This points out the requirement to perform the tasks related to the job and
       may identify the place where the employee will be stationed.

        Example: "You are required to perform the duties and responsibilities
        related to your position at any division, department or section in the
        Company or within the Group of Companies. You will be deployed at
        .......... (state place)."
5. WORKING HOURS
   This is where the details of the working hours and lunchtime / rest are
   stated. Different sample appointment letter puts it differently. The aim is
   the same.

   Example:
   "Monday to Friday: 8.00 a.m. to 5.00 p.m.
   Lunch time: 12.00 noon to 1.00 p.m.
   Two (2) tea breaks of 15 minutes each.

   The Company reserves the right to change your working days and hours."

   (Note that the working hours for shift workers are different.)

6. ANNUAL LEAVE/HOLIDAYS
   This states the number of days given to employees and the number of
   public holidays observed by the Company. The number of days of annual
   leave is subject to a minimum for certain groups of employees as provided
   for under legislation. There are also public holidays that organizations are
   required to observe. If possible, request for sample appointment letter
   from other organizations so that you can verify the figures.

   Example:
   You are entitled to ... (state number of days) annual leave in addition to ...
   (state number of days)gazetted holidays observed by the Company."

7. TRANSFER/SECONDMENT
   Here, you reserve the right to transfer or second employees.

   Example:
   You are subject to transfer or secondment to any place where the
   Company has an office or when required in the course of performing your
   duties.

8. MEDICAL / SURGICAL
    This is where you state the details of medical and / or surgical expenses
    your organization iswilling to pay for. You may want to specify the
    maximum amount. It can be for a year or per visit.
9. PROVIDENT FUND
    This states the contribution to Employees Provident Fund (if any).
    Legislation may provide for this.
10. GROUP PERSONAL ACCIDENT INSURANCE
    This may be a rider on group life insurance or has a a rider on
    "hospitalization and surgical".
11. RULES, REGULATIONS & CONFIDENTIALITY
    It is important to state this especially when your organization has no
    written disciplinary rules and procedures. Sample appointment letters will
    help.

   Example:
   "You shall at all times, devote your full attention and skill to the affairs of
   the Company and will endeavor to your utmost ability to promote and
   advance the interests of the Company.

   Accordingly, you undertake that:
          1. you will under no circumstances make available your services to
             any undertaking, or have any interest directly or indirectly in any
             other undertaking or activity which might interfere with the proper
             performance of your duties without first obtaining the written
             permission of the Company;
          2. you will not at any time during the continuance or after the
             termination of your services with the Company irrespective of any
             reason for such termination, make use or disclose to any party
             either for your own benefit or for the benefit of any party
             (individual, firm, company, any trade or business), the affairs and
             confidential information of the Company or any of its related
             companies of which you have knowledge or become aware during
             the course of your service with the Company;
          3. you will obey and comply with all reasonable orders and
             instructions given to you by the Company or its authorized agents
             and observe all standing and other rules and/or regulations now in
             force or from time to time approved by the Company.

       Sub-paragraph 2 may specify that information available in the public
       domain is excluded.

   12. TERMINATION
       This is an important provision. Most if not all appointment letters contain
       this term.

       Example:
       "After confirmation of your employment, notice of termination of
       employment will be three (3) month’s notice in writing or three (3)
       month’s salary in lieu of notice fromeither party.
       Notwithstanding the aforementioned, the Company shall be entitled to
       terminate your employment without notice, indemnities and compensation
       in any of the following events:
       i) if you are in the opinion of the Company, guilty of dishonesty,
       misconduct or negligence in the performance of your duties;
       ii) if you have been found to have committed a serious breach or continual
       material breach of any of your duties or obligations;
       iii) if you are found to have made illegal monetary profit or received any
       gratuities or other rewards, in cash or in kind, out of any of the Company’s
       affairs or any of its subsidiaries or related companies."

   13. RETIREMENT
       In the public sector, the compulsory retirement age is imposed by
       legislation. Other organizations have the option of using such retirement
       age or any other age subject to legal provisions, if any.

       Example:
       The retiring age is at fifty-five (55) years. In the absence of evidence of
       the exact date of birth the employee shall retire on 31st December of the
       year the employee attains fifty-five years of age.

(Note: The retirement age may differ from country to country, from organization
to organization and whether you are working in the public or private sector.)


**If you find that the terms are favorable, please indicate your acceptance within
thirty (30) from the date of this letter.
This offer will automatically lapse and can longer be accepted if we do hear from
you by the stipulated date.**

Thank you.

Yours sincerely,
for and on behalf of ... (Name of organization)




(signature)
Managing Director
(Name of CEO and designation)



Alternatively, you may want the selected candidate to indicate acceptance on the
duplicate copy of the appointment letter with wordings such as:

"If you find that the terms are favourable, please indicate your acceptance within
thirty (30) days from the date of this letter by signing on the duplicate copy of
this letter and thereafter returning it to the Human Resource Department."

If we do not receive the said document from you by the stipulated date, this offer
will automatically lapse and can no longer be accepted.

(This paragraph is included on the lower part of the appointment letter if this is
the format used. See the paragraphs between the two asterisks **. However, you
may want to use your own words other than those used in this sample
appointment letter.)

________________________________________________________________


I have read and understood the terms and conditions stated in the appointment
letter and hereby confirm my acceptance / rejection of the offer of appointment
as ____________________.




Signature:

Date:




It appears that there are not many organizations that use this type of format as
seen from sample appointment letter.



The sample appointment letter found herein is just one of many possible versions.

Check out other formats of sample appointment letter.
It is important to know the legal requirements in the preparation of appointment
letters. You may observe evidence of this in any sample appointment letter.

Find out provisions of the law in your country or in the country where you are
carrying out your activities. Ensure that the terms and conditions of appointment
in the appointment letter comply with the law.

You may also want to find the best sample appointment letter currently available
on-line. Even if this is not available, you may draw guidance from the explanation
above in preparing the appointment letter for your organization.

				
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