Free template · HR
Appointment letter format (free Word download)
A complete appointment letter for factory and office staff, with clear clauses for salary, probation, shifts, leave, notice and confidentiality.
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Template preview
Ref: [HR/APPT/2026/001] · Date: [DD-MM-YYYY]
Subject: Letter of appointment
Dear [Employee Name],
We are pleased to appoint you on the following terms:
1. Position: [Designation], [Department].
2. Joining: [DD-MM-YYYY] at [Location].
3. Remuneration: ₹[Amount] per year.
4. Probation: [6] months.
5. Working hours & shifts · 6. Leave · 7. Notice period · 8. Confidentiality · 9. Conduct
For [Company Name]
[Name]
[Designation], Human Resources
Preview with sample data
What it includes
- Reference number and date
- Position, department and reporting manager
- Joining date, location and transfer clause
- Remuneration and statutory deductions
- Probation, working hours, shifts and overtime
- Leave, notice period, confidentiality and conduct
How to use it
- Fill in the highlighted fields.
- Adjust probation, notice and working hours to your policy.
- Print two copies on letterhead and keep the signed duplicate.
Questions
Good to know
When is an appointment letter given?
Usually on or around the joining date, after the candidate has accepted the offer.
What clauses should an appointment letter have?
Position, joining date and place, salary, probation, working hours and shifts, leave, notice period, confidentiality and conduct. Add others your business needs.
Should the employee sign the appointment letter?
Yes. Ask them to sign a duplicate copy as acceptance, and keep it in their employee file.
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