Simple Appointment Letter

In order to formally secure a spot whether in a meeting with the department head or a job position in a company or organization, you need an appointment letter.

An appointment letter helps you set a specific date when to have a meeting or discussion with someone; on the other side of the scale, it will help employers officially appoint a new employee for a specific job position. Whatever may the purpose be, it is important to know how to write your own appointment letter just in case you might need it in the future.

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Contents of an Appointment Letter

1. New Employee Appointment Letter

An appointment letter is meant to outline the terms and conditions that comes with the position they have been hired for. As the employer, you must give full disclosure on the details that are vital to the job. The following should be the content of your new employee appointment letter:

• Name and address of the organization (employer)
• Name and address of the applicant
• Name of the position
• Duties and responsibilities of the job
• Conditions of job: whether permanent or temporary, office time, performing another job simultaneously.
• Monthly salary
• Time length of the general contract
• Date of joining
• Documents to be submitted during joining
• Security requirements
• Commitment or declaration and
• Provision regarding termination

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2. Scheduling Appointment Letter

This letter is written with the goal of setting a certain schedule to have an appointment with someone. This secures you spot on the busy schedule of someone you want to meet and discuss important matters with. As it should be clear and direct, these should be the content of your appointment letter:

• Name and address of the person setting an appointment
• Name of the recipient or receiver
• Purpose of the letter i.e. setting an appointment
• Date and time of the appoint
• Location where the appointment will take place
• Goal or objective of the appointment
• Contact information of the sender

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How to Write an Employee Appointment Letter

In order for you to produce a well-informed new employee appointment letter, you must first understand what information you should include in the letter. As it has been listed above, here is how you can write a new employee appointment letter:

1. Use the company letter head

First off, write the letter under the company or organization’s letterhead. A letterhead is basically contains the address and contact information of the company along with the official company logo. The reason for this is because this letter will serve as the official invitation of the company to the candidate to join the company or organization. Aside from that, this letter will be kept under the name of the employee as part of his/her permanent record or reference in the company.

In addition to this, since this is a formal or professional letter it must be written in a formal or professional format. Meaning the structure, format, design, tone, language, etc. must be maintained in that manner. You can use a full block style, modified block style or a semi-block style.

2. Complete the address block

The address block is composed of the return address or sender’s address, in this case your company address; the date and then the inside addressed made up of the name and address of the receiver. In the beginning of your address block, it should be indicated on the upper portion of the page, it must begin with your address as the sender. Leaving a space after the address, write the date and another space after is the inside address. You may also see business letter examples.

3. Use proper salutation

Salutation means “a gesture or utterance made as a greeting or acknowledgment of another’s arrival or departure.” In this case a greeting for the arrival or the joining of the new employee in the company. The salutation begins with the greeting “Dear” followed by the employee’s first name or last name. You may also like employee warning letter examples.

4. Open with a warm and welcoming note

This letter not serves as confirmation of the new appointment, it also serves as the formal welcome to the new employee. In this case it must not be intimidating rather it must be welcoming and friendly. Open you letter by warmly welcoming the new employee to the company. Inform the employee that the company is thrilled to have him/her in the team and congratulating him/her for officially getting the position. You may also check out examples of writing a simple application letter.

5. Outline the pertinent facts about the position

After the brief welcome comes the outlining of the information regarding what entails to be hired in the said position. These basically include the name of the position, duties and responsibilities, salary, salary release period, working hours, nature of employment, benefits, etc. It should be clearly outline and explained so that it wouldn’t confuse the new employee. Make sure the information you include in the letter are based on the company or organization policies in order to avoid future repercussions. You might be interested in two weeks notice letter examples & samples.

6. Set deadline for submission

You state when you will need the letter to be signed and submitted back to your office. This will eliminate the tendency of losing track of the documents. Also indicate that only one copy will be returned as the other copy is to be kept by the employee. You may also see what is a resignation letter?

7. Mention documents to be submitted

In addition to the outline of the information regarding the position, this is where you indicate what other documents will the new employee need to submit. Also state how some of this documents will add to the deciding factor for the company or organization approve for his/her promotion or removal from the probation period in the company. You may also like how to write a personal letter with examples.

8. Close on a positive note

Since the appointment letter will also help welcome the new employee in the company, it must ultimately exude positivity and a warm, welcoming gesture. Therefore, you must end your letter on a positive note and reiterate how the company is excited in having him/her as part of the team.

9. Use appropriate closing

The closing of your letter is not the conclusion of the body of the letter, it is the parting word/s you give to the reader. In this case, you can close your letter with “Sincerely” “Respectfully” and other. However, since you are writing in a professional manner, choose the appropriate closing that suits the whole appearance and purpose of the letter. You may also check out internship cover letter examples.

10. Affix signature

Remember to attach signature of appointing authority of your company or organization. The signature will confirm the authenticity and formality of the letter. In addition, this letter will be kept in permanent records thus it is important that the signature of an authority is affixed in case it will be used for reference in the future. You might be interested in employee resignation letter examples.

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Tips in Making an Effective Appointment Letter

1. New Employee Appointment Letter

• Share priority information first.
• Clarify “at-will” type of employment.
• Provide supporting details.
• Provide general policies that applies to all employees.
• Explain position contingency.
• Provide resources or references for additional information.
• Get legal approval.

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2. Scheduling an Appointment

• Be clear and direct
• Clearly state the purpose of your request.
• Research the name of the person to whom you are addressing the letter to.
• Mention, if possible, why the appointment will benefit everyone involved.
• Enclose important documents such as a brochure about the company, your bio, or other related materials.
• If applicable, include satisfied testimonials or proof on the same subject as the agenda of the appointment request.

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An appointment letter may serve a different purpose depending in the objective the sender may want to achieve. With this in mind, this guide will be useful for you when you encounter circumstances that might prompt you to write an simple appointment letter.