Appointment Letter Sample

Appointment Letter Sample

When a hiring manager finds the right person for a job, they need to tell them about the job offer. An appointment letter is an official paper that tells a candidate about a job offer. Knowing how to write these letters can help you hire people in a good and professional way.

In this article, we give you an example of an appointment letter sample and talk about the steps and tips for writing one.

Read about: ePhilid Appointment System

What is an appointment letter?

An appointment letter is a formal document. A hiring manager uses it to offer a job to a candidate. The letter outlines details about the role.

Usually, the manager sends the letter in advance. This provides the candidate time to review the offer. They can decide whether to accept the job or negotiate conditions.

The appointment letter includes important information such as:

– Job title

– Start date

– Job description

– Hours

– Salary

– Benefits

– More conditions

Read about: CSC Online Appointment

Appointment Letter Sample

Subject: Job Offer for Sales Manager Position

Dear Mr. Budi,

Thank you for applying and interviewing with us. We are pleased to offer you the position of Sales Manager at Johnson Clark Manufacturing. Here are the details:

Position: Sales Manager

Job Description: Lead the sales team, set goals, manage client relationships, and contribute to our company’s success.

Start Date: January 29, 2024

Working Hours: Monday to Friday, 9 a.m. to 4 p.m., with breaks and lunchtime.

Salary: $60,000 per year plus commission.

Benefits: Full medical, dental, and vision insurance after 80 days. 50 hours of paid vacation per year, and paid major holidays.

During the first 80 days, you won’t have access to benefits and commissions. We have a business casual dress code, except on Fridays when you can wear jeans. No smoking on office property. Please provide two weeks’ notice for time-off requests of three or more days.

Review these conditions and let us know your decision within two weeks. Contact our human resources department at

We appreciate your time and look forward to your response.


Patricia Johnson Clark

Hiring Manager, Budi Banyu Manufacturing

How to Write an Appointment Letter

  • Use a formal letterhead with the candidate’s info at the top.
  • Start with a greeting like “Dear Atul Sharma.”
  • Offer the job in the intro paragraph with the official title.
  • Describe the role and responsibilities in the next section.
  • Mention the starting date and refer to the interview conversation.
  • Specify the working schedule, daily or weekly hours, and whether it’s full-time or part-time.
  • State the official salary and include other parts like pension, gratuity, and insurance.
  • List additional terms (e.g., dress code) at the end.
  • Close by mentioning if the recipient needs to sign and include the response deadline.

Tips for writing an appointment letter

Send one letter at a time

Send only one job appointment letter at a time for a smooth onboarding process. Focus on your top candidates and prepare appointment letters for them. If your first-choice candidate declines, send a pre-written letter to the next candidate.

Include a checklist of onboarding documents

You can give your candidate a checklist for onboarding. This list may include IDs, banking info, or certifications. Put it in the job appointment letter. This helps them get ready before starting, avoiding delays.

Send a follow-up email

If your favorite candidate hasn’t replied yet, send them another email to make sure they got your first job appointment letter. They missed it or forgot to respond. Sending another email is a polite way to check if they got your offer and give them a chance to reply.


In summary, our Appointment Letter Samples make hiring easy. Use our simple templates for clear job offers. Trust us to simplify your hiring process. Choose clarity with our easy Appointment Letter Samples.

Read about: Manila ZOO Appointment


What is an Appointment Letter?

An Appointment Letter is an official document offering a job to a candidate.

Why do I need an Appointment Letter?

It formalizes the job offer and outlines terms and conditions.

Is there a specific format for the letter?

Yes, we provide easy-to-use templates for various job positions.

How can I customize the Appointment Letter?

Download our sample and fill in your company and candidate details.

Are these templates binding?

While it’s a formal document, consulting legal advice is recommended for specific cases.

Can I use the sample for different roles?

Yes, our templates cater to a range of positions for your convenience.

Read also: Globe Appointment Booking For Change SIM

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