Appointment letters for employers

For employers who need to write appointment letters, ensuring you get it right the first time is extremely important. These letters serve not only as a formal reference for your most highly prized talent but also as a legally binding document that protects both your company and the employee.

The information contained within these letters must be comprehensive, stating a broad range of elements related to the job being offered. This will include everything from the place of work to salaries and benefits. Additionally, ensure that both parties have a reference of exactly what the offer is at the beginning of the appointment.

In many cases, the information contained is dictated by law, and certain requirements must be covered within any appointment letter. On the contrary, while these elements will form the foundation of your letter of appointment, it is equally important that you strive to add a welcoming tone to your message to ensure your future employee feels part of the team.

With this in mind, here we take a look at how to compose the perfect appointment letter that will ensure you can meet any legal requirements and that your new employee receives a warm welcome.

How to Write an Appointment Letter – Legal Requirements

When it comes to writing your appointment letters, there are a few things to think about on the legal side of things. Here, we take a look at what the letter should include so that both you and the employee remain within the legal confinement. While this list is not comprehensive, it does contain most of the information you need to include, however, it is also important that you cross-check your letter with any employment legislation in your area.

1. Name, age, permanent address and sex of the employee
2. Name of the employer
3. Job description
4. Date of commencement of the employment
5. Form and duration of the contract
6. Place of work
7. Hours of work
8. Remuneration, scale or rate of remuneration, the method of calculating that remuneration and details of any other benefits
9. Intervals at which you pay remunerations
10. The date on which the employee’s period of continuous employment begins

Additionally, the letter must also include:

11. Entitlement to annual leave, including public holidays, and holiday pay
12. Incapacity to work due to sickness or injury, including any provision for sick pay
13. Pensions and pension schemes
14. The length of notice which the employee should  give and entitled to receive to terminate his contract of employment
15. Where the employment is not intended to be for an indefinite period, the period for which it is expected to continue or, if it is for a fixed term, the date when it is to end.
16. Either the place of work or, where the employee is required or permitted to work at various places, an indication of that place of work and the address of the employer
17. Any collective agreements which directly affect the terms and conditions of the employment including, where the employer is not a party, the person by whom they were made

How to Write an Appointment Letter – Other Elements

Alongside those all-important legal requirements, personally welcoming the employee to the company and providing information that will ensure seamless on-boarding and easy integration is also useful. Consider including:

1. A Warm/friendly greeting and congratulations on securing the position
2. A list of documents the employee should bring on the first day
3. Details of who the employee will be working with/should report to
4. Induction information
5. Any other information you feel pertinent and that will help the employee

Appointment Letter Samples

Now that we’ve covered the core elements of what makes a letter of appointment, below you will find a few samples that you can use. However, you must always double-check your appointment letter before sending, as any incorrect or generic information that has not been changed, may have legal consequences. To help you ensure that all information is correct, the parts of the letter that need to change are in blue.

Appointment Letter Sample #1

Your name Your Address/City, State and Zip Code (Date) Recipient’s Name/ Recipient’s Address City, State, and Zip Code Dear (Name), As previously communicated through email/telephone, we are very happy to offer the position of (position name) at (company name). The terms and conditions of your employment are as follows: (i)      Date of Commencement of the Employment The first day of employment is (date). You will report to (contact name) on this date to receive your welcome pack and induction training.  (ii)    Form and Duration of the Contract Your contract is based on a period of a year, after which it will be reviewed.  (iii)  Place of Work Your place of work will be (name) at the address (address). (iv)   Hours of Work Your regular working hours will be from 9 a.m. to 6 p.m. (Monday-Friday). However, where the need arises, you may also be required to work outside these stipulated hours upon agreement.  (v)    Remuneration and Benefits You will be entitled to a monthly/yearly compensation of (amount) which will be subject to all statutory deductions in accordance with the law. Other benefits include: (list benefits including pensions, healthcare, etc.) Additionally, the following will apply. (i)      You are entitled to 21 days of annual leave that should be taken when agreed with the employer. Public holidays are in addition to this number. (ii)    You are entitled to up to two weeks (14 days) sick leave at full pay. (iii)  You are entitled to up to two weeks (14 days) paternity/maternity leave at full pay. Termination This contract may be terminated either by: By either party through a written notice of 30 days. Or By the Employer on grounds of poor performance. Or By the Employer on account of redundancy. Yours Faithfully (name) Human Resource Manager (company name) Please sign below and return this letter before the day of commencement. (Date)    (Name) (Signature)

Appointment Letter Sample #2

Your name Your Address City, State, and Zip Code (Date)Recipient’s Name Recipient’s Address City, State, and Zip Code Dear (Name), I’d like to take a moment to thank you for your exceptional interview and our most recent conversation. As a result of this, (company name) is delighted to offer you the position (position name) beginning on (date). We have included the terms of employment below for you to check over and sign. Additionally, we would like to offer you a warm welcome and a comprehensive induction program on (date) at (address). (i)      Form and Duration of the Contract Your contract is based on a period of a year, after which it will be reviewed.  (ii)    Place of Work Your place of work will be (name) at the address (address). (iii)  Hours of Work Your regular working hours will be from 9 a.m. to 6 p.m. (Monday-Friday). However, where the need arises, you may also be required to work outside these stipulated hours upon agreement.  (iv)   Remuneration and Benefits You will be entitled to a monthly/yearly compensation of (amount) which will be subject to all statutory deductions in accordance with the law. Other benefits include: (list benefits including pensions, healthcare, etc.)  (v)    Annual Leave You are entitled to 21 days of annual leave that should be taken when agreed with the employer. Public holidays are in addition to this number. (vi)   Sick Leave You are entitled to up to two weeks (14 days) sick leave at full pay. Termination This contract may be terminated either by: By either party through a written notice of 30 days. Or By the Employer on grounds of poor performance. Or By the Employer on account of redundancy. Yours Faithfully (name) Human Resource Manager (company name) Please sign below and return this letter before the day of commencement. (Date)    (Name) (Signature)