How To Write An Appointment Letter 2021 | Components And Samples

How To Write An Appointment Letter 2021… Are you looking for a way to write an appointment letter? If yes, then this informative article is for you. You will be given detailed information about How To Write An Appointment Letter In 2021.

The appointment letter is a document that will kick start an employer-employee relationship. Sending this document affirms to the candidate that he/she has indeed secured the opportunity in question in your organization. This letter helps you outline the key points about the job you are offering to the selected candidate.

So, what’s the difference between an appointment letter and an offer letter? Well, an offer letter informs the candidate that the company has decided to offer employment and outlines details like joining date, and compensation. Most companies will use this letter to request certified copies for verification purposes.

It’s important to note that appointment letters are only valid after a candidate accepts the employment offer. It needs to reflect every job detail such as work schedule, benefits, and important procedures.

It’s important that during this stage, you do not promise more than you can deliver. Keep the tone positive and direct letting the candidate know why they were successful while recognizing the skill and experience they will bring to your organization.

Components Of An Appointment Letter

• Responsibility
• Work Hours
• Compensation
• Bonuses And Benefits
• Transfer Hours
• Leave Entitlement
• Termination OR Resignation Clause.

Writing An Appointment Letter

• Prepare the appointment letter on organization letterhead. This letter needs to follow the block style of business letter writing meaning all lines need to be flush left.
• When writing an appointment letter begin by clearly indicating your name, title, company name and address. Remember to add the date of correspondence below your address.
• Include the candidate’s name (recipient) as well as their address in your letter. Since you met the candidate before, use the appropriate salutations. It’s a polite gesture.
• It’s important that the recipient can tell what the letter is about at first glance. Ensure the letter’s subject is apparent.
• Start the letter by confirming to the recipient of their appointment into your company while indicating the reporting date. In case you need them to visit the office on an earlier date, let them know, clearly indicating the date and time. This helps avoid confusion.
• In case you have a probation period on employment, it’s important to let the recipient know. Make sure you include the probation period and other details that might affect the candidate’s salary during that period.
• Ensure that you have mentioned sensitive details such as tax deductions or bonuses on the employment letter.
• Before they sign the appointment letter, remind the receiver of their duties and obligations and what is expected of them by the management.
• In the end, sign off the appointment letter officially with your full names, signature and the organization’s seal.
• Ensure you close the letter on a positive note. For instance, you could write, “We are looking forward to your warm response. We are confident that your skill set and background will be valuable assets to our organization. In case you have any questions do not hesitate to call us. In the meantime, congratulations! We at XYZ are looking forward to a long and mutually beneficial working relationship.” Proofread and edit your letter before you send it.

Appointment Letter – Sample One

26th February 2021

Mr. Alfonse Simiyu Wambeta

Human Resource Manager

Mago Mills Limited

P.O Box 1234, Maragoli

To

Jane Doe Mapesa

P.O Box 4321,

Kaimosi, Kenya.

REF: LETTER OF APPOINTMENT

Dear Jane Doe Mapesa

Congratulations! We are excited to offer you a position as Senior Supervisor at Mago Mills Limited. Based on your educational background, experience, skill set, and interview scores, we look forward to scaling to new heights with you by our side.

As per our conversation last time, we would like to offer you an annual compensation of $43,000. Your anticipated date of joining will be on Thursday, March 11, 2021. Please find the attached an updated copy of the job description to help you familiarize with your responsibility as the new senior supervisor.

This appointment is subject to the accuracy of the testimonials and documents provided by you indicating that you will be free from any contractual obligations preventing you from taking up this opportunity.

As the employee of Mago Mills Limited, you will have full access to our comprehensive benefits programs that include approved holidays, HRA, health insurance, and vehicle mileage. Please find the attached document with the complete benefits package. Kindly go through the document, sign and bring it back to the office on March 5th, 2021. Contact me directly on the phone or email in case you have any questions or concerns.

Sincerely,

Alfonse Simiyu Wambeta

Hiring Manager

Mago Mills Limited

Appointment Letter- Sample Two

26th February 2021

Peter Wesmek

P.O Box 0000-00200 Nairobi

Mobile 0733 222 555

Email: Peteruwesmek@gmail.com

SUBJECT: APPOINTMENT LETTER

Dear John Doe Mwan’gombe,

Following your successful interview for the position of Assistant M&E Officer, we are glad to offer you a full-time position on a permanent as Assistant M&E Officer at Omondi&Kaluki Associates. You are requested to report to our offices at 345, Mzima Springs Rd, Lavington, Nairobi at 9:30 AM on 13th March 2021 in approval to your appointment.

As per our company policy, you will be on contract for six (6) months, and then based on your performance and review, you will be eligible for permanent employment. Your Annual pay is $56,000, with bonuses based on your annual performance review.

During the contractual period, you are entitled to take two days (2) off per week and seven (7) days leave every quarter as per our leave policy attached. In case of an emergency for any leave requests, the decision will be determined by your immediate supervisor, in conjunction with the to the HR office.

As an employee of Omondi&Kaluki, you will be expected to clock in 6 hours 5 days a week. You are entitled to full employee benefits, as outlined job description document attached.

Based on your track record and experience we are positive we will have a long and successful professional relationship.

Yours sincerely

Peter Wesmek

Human Resource Manager

Omondi&Kaluki Associates

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