Compare the format of your organization's present appointment letter to available sample appointment letter to see whether you

need to make any improvement. There are websites that provide samples of appointment letter and other documents. Use the samples as a guide. Do not copy every word used which is described by some as "lock, stock and barrel." When preparing your appointment letter, remember to include all the fundamental terms. Having a good appointment letter is an important part of the recruitment activity. What is an Appointment Letter? An appointment letter is a legal document that serves as a written confirmation that your organization has agreed to employ someone and that person has agreed to work for your organization in return for pay. In it are listed all the main terms and conditions of employment. It must state all the fundamental terms without fail. Fundamental terms are those terms described as going to the root of the contract. The contract stands or falls depending on whether these terms are stated or not. If appointment letters fail to mention the fundamental terms complications can arise later on. But it is not wise or recommended to state every conceivable terms and conditions. It will become too long and difficult to manage. You will see that this is so as shown in sample appointment letters. In any event some terms and conditions of employment are implied. These are binding although not stated. How an Appointment Letter Looks Like As indicated in the sample appointment letter, such a letter is prepared using the organization's letterhead, containing the logo, address and contact. It is dated and has a reference number. It is addressed to the successful applicant using the address that he or she has given in the application letter or form. The heading is usually in bold capital letters positioned at the centre of the page. There is a one-line space between the heading and the commencing paragraph. The first paragraph informs the applicant that he or she is offered the position that had been advertised and for which he or she had applied for. For example, the vacancy being filled is that of an HR professional. The following paragraphs list out the fundamental terms and conditions of employment. One fundamental term that an appointment letter must contain is that the employee is subject to deployment or transfer to any area of the organization's operations including subsidiaries and even associated "companies". The appointment letter must state that the selected candidate must accept the offer within a specified period of time such as within thirty days from the date of the letter. Do not leave theoffer open "forever". The executive who has the authority "to hire and fire" must sign the appointment letter. This is usually the CEO. The board of directors can delegate responsibility to an executive whose rank is lower than the CEO by whatever he or she called such as Managing Director, Executive President, and so on.

Number of Copies of Appointment Letter and Distribution Prepare at least three (3) copies of the appointment letter. The original copy is forwarded to the successful candidate. One duplicate copy is for filing. The third copy of the appointment letter is forwarded to the successful job applicant if you want the person to indicate his or her acceptance on the appointment letter itself. It is returned after signing.

Sample Appointment Letter

This is an example of a sample appointment letter. Your organization can make modifications as the situation requires or as your organization deems appropriate. On the other hand, you may want to follow an entirely different sample appointment letter.

(Company's Letterhead, Address and Logo)

Reference: Date: (Name of Successful Applicant and Address) Dear Sir/Madam, (or State Name) APPOINTMENT AS .................................................... We are pleased to offer you employment in the position of (State Title of Position and Grade, if any with effect from ... (state date). This appointment is subject to the following terms and conditions:

1. BASE SALARY 2.
Your starting salary is ... (state amount) per month. ALLOWANCES May include cost of living allowance, hazards allowance, housing allowance, entertainment allowance, etc. Example: You are entitled to ... (state type) allowance of ... (state amount) per month.

3. PROBATION

The probation period is the length of time given to the employee to learn about the job. Legislation may impose the length of the probationary period. This is the norm found in every sample appointment letter. Example: You are required to serve a probationary period of ... (state period in weeks) after which your service will be confirmed subject to satisfactory performance. The probationaryperiod may be extended or shortened at the absolute discretion of the Company. During the probationary period, the appointmentmay be terminated by either party giving ... (state period in weeks) notice in writing to the other party or on payment of one (1) month salary in lieu of notice.

4. DUTIES AND RESPONSIBILITIES

This points out the requirement to perform the tasks related to the job and may identify the place where the employee will be stationed. Example: "You are required to perform the duties and responsibilities related to your position at any division, department or section in the Company or within the Group of Companies. You will be deployed at .......... (state place)."

5. WORKING HOURS

This is where the details of the working hours and lunchtime / rest are stated. Different sample appointment letter puts it differently. The aim is the same. Example: "Monday to Friday: 8.00 a.m. to 5.00 p.m. Lunch time: 12.00 noon to 1.00 p.m. Two (2) tea breaks of 15 minutes each. The Company reserves the right to change your working days and hours." (Note that the working hours for shift workers are different.)

6. ANNUAL LEAVE/HOLIDAYS

This states the number of days given to employees and the number of public holidays observed by the Company. The number of days of annual leave is subject to a minimum for certain groups of employees as provided for under legislation. There are also public holidays that organizations are required to observe. If possible, request for sample appointment letter from other organizations so that you can verify the figures. Example: You are entitled to ... (state number of days) annual leave in addition to ... (state number of days)gazetted holidays observed by the Company."

7. TRANSFER/SECONDMENT
Here, you reserve the right to transfer or second employees. Example: You are subject to transfer or secondment to any place where the Company has an office or when required in the course of performing your duties.

8. MEDICAL / SURGICAL 9. 10.

This is where you state the details of medical and / or surgical expenses your organization iswilling to pay for. You may want to specify the maximum amount. It can be for a year or per visit. PROVIDENT FUND This states the contribution to Employees Provident Fund (if any). Legislation may provide for this. GROUP PERSONAL ACCIDENT INSURANCE (GPA) This may be a rider on group life insurance or has a a rider on "hospitalization and surgical".

11. RULES, REGULATIONS & CONFIDENTIALITY

It is important to state this especially when your organization has no written disciplinary rules and procedures. Sample appointment letters will help. Example: "You shall at all times, devote your full attention and skill to the affairs of the Company and will endeavor to your utmost ability to promote and advance the interests of the Company. Accordingly, you undertake that: 1. you will under no circumstances make available your services to any undertaking, or have any interest directly or indirectly in any other undertaking or activity which might interfere with the proper performance of your duties without first obtaining the written permission of the Company; 2. you will not at any time during the continuance or after the termination of your services with the Company irrespective of any reason for such termination, make use or disclose to any party either for your own benefit or for the benefit of any party (individual, firm, company, any trade or business), the affairs and confidential information of the Company or any of its related companies of which you have knowledge or become aware during the course of your service with the Company; 3. you will obey and comply with all reasonable orders and instructions given to you by the Company or its authorized agents and observe all standing and other rules and/or regulations now in force or from time to time approved by the Company. Sub-paragraph 2 may specify that information available in the public domain is excluded.

12. TERMINATION
This is an important provision. Most if not all appointment letters contain this term. Example: "After confirmation of your employment, notice of termination of employment will be three (3) months notice in writing or three (3) months salary in lieu of notice from either party. Notwithstanding the aforementioned, the Company shall be entitled to terminate your employment without notice, indemnities and compensation in any of the following events: i) if you are, in the opinion of the Company, guilty of dishonesty, misconduct or negligence in the performance of your duties; ii) if you have been found to have committed a serious breach or continual material breach of any of your duties or obligations; iii) if you are found to have made illegal monetary profit or received any gratuities or other rewards, in cash or in kind, out of any of the Companys affairs or any of its subsidiaries or related companies."

13. RETIREMENT
In the public sector, the compulsory retirement age is imposed by legislation. Other organizations have the option of using such retirement age or any other age subject to legal provisions, if any. Example: The retiring age is at fifty-five (55) years. In the absence of evidence of the exact date of birth the employee shall retire on 31st December of the year the employee attains fifty-five years of age. You can include this in the appointment letter. (Note: The retirement age may differ from country to country, from organization to organization and whether you are working in the public or private sector.)

**If you find that the terms are favorable, please indicate your acceptance within thirty (30) from the date of this letter. This offer will automatically lapse and can no longer be accepted if we do not hear from you by the stipulated date.** Thank you. Yours sincerely, for and on behalf of ... (Name of organization)

(signature) Managing Director (Name of CEO and designation) Alternatively, you may want the selected candidate to indicate acceptance on the duplicate copy of the appointment letter with wordings such as: "If you find that the terms are favourable, please indicate your acceptance within thirty (30) days from the date of this letter by signing on the duplicate copy of this letter and thereafter returning it to the Human Resource Department." If we do not receive the said document from you by the stipulated date, this offer will automatically lapse and can no longer be accepted.

(This paragraph is included on the lower part of the appointment letter if this is the format used. See the paragraphs between the two asterisks **. However, you may want to use your own words other than those used in this sample appointment letter.) ________________________________________________________________

I have read and understood the terms and conditions stated in the appointment letter and hereby confirm my acceptance / rejection of the offer of appointment as ____________________.

Signature: Date:

It appears that there are not many organizations that use this type of format as seen from sample appointment letter. The sample appointment letter found herein is just one of many possible versions. Check out other formats of sample appointment letter. It is important to know the legal requirements in the preparation of appointment letters. You may observe evidence of this in any sample appointment letter. Find out provisions of the law in your country or in the country where you are carrying out your activities. Ensure that the terms and conditions of appointment in the appointment letter comply with the current law. You may also want to find the best sample appointment letter currently available on-line. Even if this is not available, you may draw guidance from the explanation above in preparing the appointment letter for your organization. When you have some doubts on the implications of the wordings you use, ask your legal adviser.

SAMPLE APPOINTMENT LETTER Graduate Project Assistant Appointments Initial Letter of Offer Date Name Address Dear __________________:

ALL LETTERS:
With the approval of the Dean of the School/College of ________________, I am pleased to offer you an appointment to a position as a graduate project assistant in the (insert name of the graduate program unit) for the 2010-2011 academic year. Your appointment begins ____________________ and ends ________________, coinciding with the academic year beginning and ending dates. (NOTE: Appointments other than for the academic year should indicate the information pertaining to that appointment, i.e., for annual appointments, one-semester appointments, or summer appointments.) This employment relationship is governed by and subject to the provisions of a collective bargaining agreement negotiated by the Milwaukee Graduate Assistants Association (MGAA). You will be responsible for the payment of union dues/maintenance of membership fees, which, as of this writing are 1.85% of your monthly gross income. This appointment is contingent upon your admission, enrollment, maintenance of minimum credit requirements, and good standing in the (insert name of the graduate program unit) and the Graduate School. The conditions for continuing in good standing, as determined by (insert name of the graduate program unit), are available in the (insert name of the graduate program unit) office. Graduate assistant salary rates were established in the 2007-2009 collective bargaining agreement with the Milwaukee Graduate Assistant Association (MGAA) and have been approved by the Wisconsin State Legislature. This salary offer will be $______ for a ______% appointment. This salary offer is based on the full-time rate of $______ for the academic year for a (non-doctoral, doctoral, or dissertator) graduate program or project assistant. With a ____% appointment you are required to register for and complete a minimum of ____ credits per semester, subject to the regulations and provisions specified in the UWM Teaching and Project Assistants Policies and the requirements of the (insert name of graduate program unit). A copy of the Policies is available on the Graduate School Web site, http://graduateschool.uwm.edu/faculty-staff/administrative-financial/ta-pa-policies/ Paychecks are available monthly in the Cashier's Office in Mitchell Hall, but the University has a direct deposit option and you are asked to use it. Under the provisions of the Tax Reform Act of 1986, you will be considered an employee of the University. Appropriate taxes will be withheld and earnings will be reported on a W-2 form. As an employee, educational expenses may not be deducted in arriving at taxable income.

1) FOR APPOINTMENTS OF 33% OR MORE:

You will receive a tuition remission (both resident and non-resident tuition, if applicable) because your appointment is for ____% time. [OPTIONAL: At this time, the value of resident tuition for graduate students is $________________ (fill in current full time fee rate here) per semester.] In order to maintain eligibility for a tuition remission, you must meet minimum credit requirements for each semester of your appointment. A payroll deduction plan is available for payment of segregated fees or other special fees that may apply to your course of study. Contact my office for further information. Insurance Benefits. If you are interested in applying for health insurance or other fringe benefits, you have thirty (30) days from your contractual date of hire (insert the contractual beginning date reflected on the Personnel Action Form) to apply for benefits. A completed application for health insurance must be received in the Benefits Office (Engelmann Hall 125) by 4:30 p.m. on or before the 30th day. For example, if your contractual date of employment is August 23, 2010, then the last day to turn in health insurance applications (within 30 days of August 23) will be September 22, 2010. If the 30th day should fall on a legal holiday or weekend, the application must be received on the previous work day. You may turn in the application early. Failure to apply on a timely basis may limit your options to a higher cost standard plan with a 180 day pre-existing condition waiting period. Health insurance is effective the first of the month on or after the application is received. Example: An employee begins employment on August 23. Health coverage will begin September 1, if the application is received in the Benefits Office by 4:30 p.m. of that date or the last previous work day. If the application is received September 2, coverage will be effective October 1. It is highly recommended that you attend a Benefits Orientation within the first 30 days of your initial employment. Please contact the benefits office at benefits@uwm.edu for an orientation schedule or to ask any questions regarding benefits, including eligibility. Please see the enclosed benefits reminder.

2) FOR APPOINTMENTS OF LESS THAN 33%:

A payroll deduction plan is available for the payment of your segregated fees. Contact my office for further information.

ALL LETTERS:

Your duties as a graduate project assistant are specified (in the attached job description) (in a job description maintained in the office of [insert name of the graduate program unit]). Your supervisor will be Professor ______________________, who is responsible for directing you in your duties. The first semester (or "the first six (6) months" for annual appointments) of your appointment constitutes a probationary period for service as a project assistant, in keeping with the requirements of the collective bargaining agreement. The amount of time you would expect to spend in these responsibilities is reflected in the appointment level. For a (onethird/one-half) time annual pay basis appointment you should anticipate working approximately (686/1040) hours over the 12 months. [For a (one-third/one-half) time academic pay bay basis appointment you should anticipate working approximately (515/780) hours over the 9 months.] UWM has strong policies against illegal discrimination, including sexual and racial harassment. Your employment is conditioned upon your compliance with these policies. Complaints of discrimination and harassment may be made to the Office of Equity/Diversity Services in Mitchell Hall, Room 359, or to your Department Chair or Dean. Copies of policies are available in those offices.

3) ALL LETTERS ISSUED PRIOR TO APRIL 15:

If this appointment is acceptable to you, please sign a copy of this letter in the space provided and return it to me by April 20. (NOTE: Date must be after April 15.) It is understood that acceptance of this letter completes an agreement which both you and this institution expect to honor. Should you accept prior to April 15 and subsequently desire to change your plans, please submit in writing a letter of resignation before that date. After April 15, you must obtain a formal release from me should you desire to accept another appointment. Please see the enclosed Council of Graduate Schools Resolution that UWM supports.

4) ALL LETTERS ISSUED AFTER APRIL 15:

If this appointment is acceptable to you, please sign a copy of this letter in the space provided and return it to me no later than 10 days after receipt of this letter of appointment. It is understood that acceptance of this letter completes an agreement which both you and this institution expect to honor. Please see the enclosed Council of Graduate Schools Resolution that UWM supports.

ALL LETTERS:
This offer of employment is conditional pending the results of a criminal background check. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated. This offer of employment is contingent upon verification of your identity and eligibility to work in the United States as required by the Immigration Reform and Control Act of 1986. It is your responsibility to obtain and provide the appropriate identity verification and work authorization. Failure to provide identity verification and work authorization prior to the commencement of your employment may result in UWM withdrawing this offer. If you accept this offer, please complete and return the enclosed W-4 form (Employee's Withholding Allowance Certificate) with this letter of acceptance. Salary payments cannot be made until the Payroll Office has your W-4 form on file. If you have any questions, I will be glad to be of assistance. It will be a pleasure to have you as a member of the University staff and a student in our graduate program. Sincerely,

Name Title Name of graduate program unit Enclosures: MGAA Health Insurance Eligibility Notice Council of Graduate Schools Resolution I-9 form Immigration Requirements (for International Students) Dear Professor __________________________:

The above appointment is acceptable to me. ___________________________________ Signature __________________________________ Date NOTE: OPTIONAL PARAGRAPHS 1) Appointment of 33% or more 2) Appointment of less than 33% 3) Offers made prior to April 15 4) Offers made after April 15 Revised 3-11

[date] [name of successful applicant] [address] Dear [name]: Offer of Employment I am pleased to offer you the position of [title] at [location] starting on [date]. The terms of employment will be those in the attached draft individual employment agreement. If you are happy with the proposed terms and wish to accept this offer of employment, please sign the duplicate copy of this letter and return it to me by [date to be inserted but make sure this is prior to the commencement date inserted above]. In the event I have not heard from you by that date, this offer will be automatically withdrawn on that date. We look forward to your working with us.. Yours sincerely, [Name of Employer] [Address of Employer]

I, [name of successful applicant], confirm that I have read the terms of employment set out in this letter and in the attached individual employment agreement, that I fully understand them and their implications and that I now accept the offer of employment. ......................................................... [name of successful applicant] Date:

Appointment Letter

19th November 200... Mr. __________ _____________ _____________ Dear Mr.________, With reference to your application and subsequent interview with us, we are pleased to appoint you as Designation in our organization on the following terms and conditions. Date of Joining: You have joined us on 13th November 2006. Salary: Your Annual Total Employment Cost to the company would be 1,9000(One Lakh Ninty thousand rupees only) the details of which is been given in the Annexure attached below. Place/Transfer: Your present place of work will be at Place, but during the course of the service, you shall be liable to be posted / transferred anywhere to serve any of the Company's Projects or any other establishment in India or outside, at the sole discretion of the Management. Probation/Confirmation: You will be on a Probation period for the Six months. Based on your performance your services will be confirmed with the company in written after six months. During the probation period your services can be terminated with seven days notice on either side and without any reasons whatsoever. If your services are found satisfactory during the probation period, you will be confirmed in the present position and thereafter your services can be terminated on one months notice on either side. Absence for a continuous period of ten days without prior approval of your superior, (including overstay on leave / training) would result in your losing your lien on the service and the same shall automatically come to an end without any notice or intimation. Leave: You will be eligible to the benefits of the Companys Leave Rules on your confirmation in the Companys Service. During the period of your employment with the Company, you will devote full time to the work of the Company. Further, you will not take up any other employment or assignment or any office, honorary or for any consideration, in cash or in kind or otherwise, without the prior written permission of the Company. 1. You will not (except in the normal course of the Company's business) publish any article or statement, deliver any lecture or broadcast or make any communication to the press, including magazine publication relating to the Company's products or to any matter with which the Company may be concerned, unless you have previously applied to and obtained the written permission from the Company. 2. You will be required to maintain utmost secrecy in respect of Project documents, commercial offer, design documents, Project cost & Estimation, Technology, Software packages license, Companys polices, Companys patterns & Trade Mark and Companys Human assets profile. 3. You will be required to comply with all such rules and regulations as the Company may frame from time to time. 4. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter. 5. If at any time in our opinion, which is final in this matter you are found non- performer or guilty of fraud, dishonest, disobedience, disorderly behavior, negligence, indiscipline, absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you. 6. You will not accept any present, commission or any sort of gratification in cash or kind from any person, party or firm or Company having dealing with the company and if you are offered any, you should immediately report the same to the Management. 7. This appointment letter is being issued to you on the basis of the information and particulars furnished by you in your application (including bio-data), at the time of your interview and subsequent discussions. If it transpires that you have made a false statement (or have not disclosed a material fact) resulting in your being offered this appointment, the Management may take such action as it deems fit in its sole discretion, including termination of your employment. 8. You will be responsible for safekeeping and return in good condition and order of all Company property, which may be in your use, custody or charge. Please sign and return to the undersigned the duplicate copy of this letter signifying your acceptance. We welcome you to The eFact family and look forward to a fruitful collaboration. With best wishes, For Company Name. Name: Designation: Write the name of the employee on the other side of Company name and get it signed with them, print it in duplicate. Sorry, but i don't have the same in hindi language. Hope it will be fine with you... Regards, Ramesh