Appointment Letter Format (Word & PDF)

A formal letter of appointment with salary, probation, hours, leave, notice period and an acceptance section.

✓ Letterhead✓ A4✓ 8 standard terms✓ Word & PDF

Opens in your browser. No Word needed, no signup.

⬇ Word (.docx)36 KB ⬇ PDF34 KB

Free for personal and commercial use · No watermark · Updated October 2026

Guide

About this appointment letter template

An appointment letter is the formal letter that confirms someone's employment and sets out the main terms: joining date, salary, probation, working hours, leave, notice period, confidentiality and company policies. It ends with an acceptance section the employee signs and returns. Use it after the candidate has accepted your offer.

How to fill in this appointment letter

1
Open it with "Edit online", or download the Word file.
2
Add your company letterhead and a reference number from your HR records.
3
Fill in the employee's name, job title, department and joining date.
4
Complete each numbered term with your policy: salary split, probation length, hours, leave days and notice period.
5
Sign it, send it as PDF, and ask the employee to sign the acceptance section and return a copy.

Tips for HR teams

Match the offer

Salary, title and joining date must be the same as in the accepted offer letter.

Follow local labour law

Probation, leave and notice rules differ by country and province. Check them before you fill in the numbers.

Keep the signed copy

File the copy with the employee's signed acceptance; it is the record of agreed terms.

Use an annexure for detail

Put long benefit or allowance tables in a separate page attached to the letter.

Frequently Asked Questions

Yes. You can download the Word and PDF versions or edit it online for free, with no signup and no watermark.

An offer letter proposes the job and the main terms before the candidate accepts. An appointment letter is issued after acceptance, usually on or before joining, and confirms the full terms of employment.

The job title, department, joining date, salary and its breakdown, probation period, working hours, leave entitlement, notice period, confidentiality, a reference to company policies, and a place for the employee to sign and accept.

Once both sides sign it, an appointment letter usually works as the written terms of employment. For senior roles, many companies also use a separate detailed contract.