Questions related to appointment letters
As much excitement and happiness an employee has while receiving his/her appointment letter, the same, if not more, is the case of HR managers who write and send it. This is certainly because it is not just a document of goodwill and congratulations but also a formal contract that spells out vital information.
Even though it is one of the most important business documents, many HR managers still have various doubts about it. If you are one of them, you are at the right place now. We will answer all your questions related to appointment letters. So, let’s dive into the blog.
Definition
An organization sends appointment letters to its new employees to welcome them on board. In simpler words, it is a formal document that confirms the job of a selected candidate.
Steps To Draft An Appointment Letter
First things first, HR professionals should always be mindful while choosing the appointment letter format. Besides, here are some effective steps to write an impactful appointment letter:
- Since an appointment letter is a formal document, it should always be written on the letterhead of the organization. Believe us, nothing screams official more than this.
- Write the date on which the letter is being written and sent.
- Add the salutation. Here, one does not need to go for fancy words. Starting with a simple “Dear…………” will sound cordial.
- Start the body of the letter by highlighting the purpose of the letter. Need to mention, make sure to use a warm tone right from the beginning.
- The next step is to spell out the details of the job. From job responsibilities, work days, timings, probation information to salary details, HR managers should include every crucial information. This will help the new employee to acquire a clear understanding of his or her job profile. Additionally, HRs must also write the joining date in bold letters.
- End the letter on a positive note. One can even add a call for contact if required.
- Add the signature of the higher authority and date.
Like any HR letter format, the appointment letter format should also be crisp, to-the-point and without mistakes.
Difference B/W Offer Letters and Appointment Letters
This is one of the common doubts of many people. Although both offer letters and appointment letters are given to newly joined employees, there is a lot of difference between these letters. Let’s talk about these differences.
After a candidate is found eligible for a job, companies send an offer letter to him or her. Now, it is upto the person if s/he wants to accept the offer or not. Once the offer is accepted, the company sends him or her the appointment letter, including all the additional information that was not included in the offer letter. So, the whole point of sending an appointment letter is to officially tell new employees that they have been appointed to a specific position or role.
Some Key Tips
Now that have you got a clear picture of appointment letters, we would like to end this blog with the following tips that will enhance the quality of your letter:
- Ensure that you are using the right font, which is readable. Besides, the size should not be too small or too big– the ideal size is 12 and the font can be Times New Roman, Cambria or Verdana. Do not go for long paragraphs. Try to make it as crisp as possible with all the required information.
- Do not skip any vital information. Also, check twice before sending the offer to make sure there are no mistakes.
- Do not include sentences that sound rhetorical, or sarcastic in any way.
- Last but not least, do not use all-capitals to say anything. It may look impolite to the recipient.
So, this is everything you should know about an appointment letter. We hope this blog cleared all your doubts and helped you to learn more about it.
