Appointment Letter for a Job: Template & Confirmation Sample

The recruitment process is finally over. A lot of elimination, interviewing, and shortlisting went into getting you to this point. Maybe some negotiation, too. Then the offer letter, the signed contract. And now you have your new hire. The last formality in the hiring process is an appointment letter.

 

In this article, you’ll find a sample appointment letter better than most. One that ticks all the boxes. You’ll get lots of solid, UK-specific advice to get your appointment letter looking at least as good. Follow along with our step-by-step guide and you’ll be closing this chapter before you know it.

 

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Appointment letter sample

 

Joe Norman

Human Resources Manager

Thireas Engineering

83 Bridge Street

Oxford

OX1 1AE

 

25th February 2022

 

Jamie Gibson

49 Consett Rd

Oxford

OX1 1BS

077 6567 3641

jamie.gibson@lcmail.co.uk

 

Dear Jamie,

 

We are extremely happy to offer you the position of Production Manager with Thireas Engineering. Please carefully review the following conditions:

 

Commencement date:

28th February 2022.

 

Place of work:

Thireas Engineering Head Office, Oxford, with up 20 work-from-home days per annum.

 

Job description:

Supervising manufacturing employees.

Delegating tasks as required.

Completing and presenting monthly production reports.

 

Normal working hours:

8am–4:30pm, Monday to Friday, excluding public holidays.

 

Paid holiday:

20 days in the first year, 25 days per annum thereafter.

 

Starting salary:

£39,920 per annum, up for review after 18 months.

 

Notice period:

Four (4) weeks, must be given in writing.

 

Do not hesitate to contact me via email (joe.norman@thireaseng.co.uk) or phone (077 6567 3641) if you have any questions or concerns. Otherwise, kindly send your written acceptance to hr.dept@thireaseng.co.uk by 4th March 2022.

 

It was a pleasure to meet you during the recruitment process and I look forward to working with you.

 

Yours Sincerely,

Joe Norman

 

The appointment letter above is your guiding star. Read on for a detailed walkthrough for getting your letter of appointment looking at least as good:

 

1. Frame your appointment letter with a professional header and appropriate salutation

 

An appointment letter is an official document, so it has to be formatted like one. Start by setting out the header: align to the right your name, job title, company name, and company inside address. Leave a line and add the date of writing, followed by another empty line.

 

Then, align to the left the new hire’s name, their postal address, phone number, and email address. Leave another line and then use either ‘Dear + Mr/Ms + Surname’ or ‘Dear + First Name’ for the salutation. Which you choose will depend on whether or not you’re already on a first-name basis.

 

Appointment letter sample: header and salutation

 

Joe Norman

Human Resources Manager

Thireas Engineering

83 Bridge Street

Oxford

OX1 1AE

 

25th February 2022

 

Jamie Gibson

49 Consett Rd

Oxford

OX1 1BS

077 6567 3641

jamie.gibson@lcmail.co.uk

 

Dear Jamie,

 

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2. Start by making it clear that this is an appointment letter

Don’t leave your reader hanging. Your very first sentences should let them know that you’re conditionally offering them the position in question. You can also thank the new hire for their time and participation in the recruitment process. Draw their attention to the conditions on which you agreed.

 

Appointment letter sample: opening paragraph

 

We are extremely happy to offer you the position of Production Manager with Thireas Engineering. Please carefully review the following conditions:

 

3. Summarise the most important conditions in your appointment letter

There are some conditions that every letter of appointment should contain: the commencement date, workplace location, and normal working hours. These will at least let your new hire know when and where they should report for work. A job description is also a good idea—make it as detailed as you feel necessary.

 

Other than that, you could include the agreed salary, holiday days, and special benefits. In general, you should include any and all non-standard conditions that were agreed upon during the recruitment process. There’s no need to list absolutely every detail, though. That’s what the contract is for. 

 

In fact, refer to the employment contract and any other documentation the new hire has signed, like an NDA. Writing an appointment letter for an academic post? Check with your employer—teaching institutions will sometimes have ready-made appointment letter templates for various positions. 

 

Appointment letter sample: conditions summary

 

Commencement date:

28th February 2022.

 

Place of work:

Thireas Engineering Head Office, Oxford, with up 20 work-from-home days per annum.

 

Job description:

Supervising manufacturing employees.

Delegating tasks as required.

Completing and presenting monthly production reports.

 

Normal working hours:

8am–4:30pm, Monday to Friday, excluding public holidays.

 

Paid holiday:

20 days in the first year, 25 days per annum thereafter.

 

Starting salary:

£39,920 per annum, up for review after 18 months.

 

Notice period:

Four (4) weeks, must be given in writing.

 

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4. Wrap up your appointment letter and sign off the right way

 

Make yourself available should the new hire have any questions before they accept the offer. Include your email and phone number here, even if it appears on your letterhead or in your header. Set a deadline for the acceptance of the appointment letter. Leave instructions for this acceptance.

 

Close your appointment letter on a positive note. Refer to something good about the recruitment process (if you had a chance to deal with the candidate directly). Look optimistically towards the future. Do this in your own name if you’ll be working with the new hire, or in the company’s name if you won’t.

 

Sign off with ‘Yours Sincerely’. Leave a few lines blank and type out your full name. Sign above your name if you’re printing out your appointment letter. Consider pasting in a digital copy of your signature if you’re not. You’ll have to print and sign your letter if the new hire is required to countersign it.

 

Appointment letter sample: closing paragraphs

 

Do not hesitate to contact me via email (joe.norman@thireaseng.co.uk) or phone (077 6567 3641) if you have any questions or concerns. Otherwise, kindly send your written acceptance to hr.dept@thireaseng.co.uk by 4th March 2022.

 

It was a pleasure to meet you during the recruitment process and I look forward to working with you.

 

Yours Sincerely,

Joe Norman

 

5. Format your appointment letter properly

 

The right appointment letter format is the business letter format. Follow the advice in this article, and you’ll automatically have it right. When listing conditions, use bullet points, tables, paragraphs or a combination of these. The main thing is that your letter of appointment is clear and transparent.

 

Include lots of white space

 

Leave the margins of your appointment letter at one inch all round. Set the line spacing to 1.15 and use double spaces between paragraphs. Don’t bunch your text up, even if your appointment letter ends up being quite long. It’s more important that it remain easy to navigate and a pleasure to read.

 

Choose an understated font for your letter of appointment

 

Use a professional-looking, easy-to-read font for your appointment confirmation letter. The default Arial and Calibri are fine. Serif or sans, it ultimately doesn’t matter. Leave the font size at 11–12 points. Anything smaller won’t print well.

 

Save your appointment letter in PDF

 

Emailing your letter of appointment to the new hire? Be sure to save it in PDF rather than something like a *.docx file. PDF will display more consistently on a wider range of devices. It’ll also print more predictably—this is important if your new hire will need to print and sign the letter remotely.

 

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Writing an appointment confirmation letter isn’t easy if you’ve never done it before. Has this article given you what you need to write an appropriate appointment letter? Got any experiences of your own to share? Drop us a line down in the comments section below—we’d love to hear from you.

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LiveCareer Editorial Team

LiveCareer Editorial Team

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Since 2005, the LiveCareer Team has been helping job seekers advance their careers. In our in-depth guides, we share insider tips and the most effective CV and cover letter writing techniques so that you can beat recruiters in the hiring game and land your next job fast. Also, make sure to check out our state-of-the-art CV and cover letter builder—professional, intuitive, and fully in line with modern HR standards. Trusted by 10 million users worldwide.

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