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An appointment letter (also called an employment letter or job offer letter) is a formal letter that includes the details of a job offer to a candidate. This is the official document which states that the candidate meets all the requirements of the job profile and the company makes an offer to the candidate by giving an opportunity to the candidate to work with the company.

 


 

Details contained in the appointment letter are:

  • Appointment letter date
  • Candidate name and address
  • Location of the job posting
  • Congratulatory statement
  • Job Designation  
  • Job role (permanent or full-time)
  • Roles and responsibilities
  • Reporting heads
  • Annual compensation offered for the candidate
  • Expected joining date
  • Work Timings
  • Work ethics
  • Leave policy
  • Benefits
  • Details of remuneration (including provident fund, allowance, incentives, and bonus)
  • Holiday list and leave details
  • Probation period details
  • Annual salary hike
  • Travel (if required or not)
  • Exit procedure

An appointment letter also has other policy details of the company. Such as:

  • Confidentiality information
  • Conflict of interest
  • Rules and regulations that employees must adhere to (general and specific)
  • Retirement age
  • Notice period details
  • Terms and conditions of the company (for employees)
  • Transfer details (if any)
  • Contract/bond details
  • Termination details
  • Complete address of the company
  • Company details (brief introduction of the company)

Once the appointment letter is issued, the candidate must acknowledge the same, furnish the required documents and join the company on the date agreed upon. The appointment letter is an official document stating that the employee is to report to work on a particular day and adhere to the defined rules and terms of the company.

This is why it becomes vital to read through the appointment letter thoroughly, understand the conditions and terms within, and only then sign the document. The appointment letter is an official document and it is valid in the court of law as well in case of any disputes.

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