A new employee joining the board is always an exciting experience! It’s exciting for both you and the new employee. So how do you ensure this enthusiasm remains through memorable experiences and easy onboarding? In this blog, I’ve explicitly focussed on an appointment letter format. It is the document you write to your candidate after you’ve selected your candidate to fill the position.
What is an appointment letter?
The appointment letter can be described as an employee letter you can send to the candidate you’ve chosen to work with. This is an official document issued by the company that selected the candidate. It proves that the candidate was “appointed” to the job they have applied for.
A contract of employment is an alternative name for this type of letter.
Typically, after the candidate has completed a successful interview, HR sends them an acceptance letter. It is the first piece of paper they get from the company. Following that, the employee chooses to accept or decline the offer. The HR or employer can (or cannot) discuss pay with employees. After ironing out the job details, HR sends the employment contract to the applicant. The agreement contains all elements that have been confirmed of the position for the employee.
What is what the distinction between appointment letters and offer letters is?
Although both are written simultaneously during the employee’s life, the reason for reporting them is distinct.
An offer letter is sent to the candidate you have selected solely to inform the candidate that they have been chosen for the task.
On the other hand, an appointment note is written and given to the applicant to prove the job. It typically contains information regarding the position. Information like the job name, location and description of the job dates of joining, the salary as well as stipends or packages and other such details (the next section of this blog contains the things you should include).
What should you include in an appointment letter for an employee?
We now know how to write an employment contract; let’s dive deeper into what we can include in the agreement. So, let’s take an overview!
- Start with adding your company’s logo
- A congratulations note to the new employee
- Job title or function
- Types of employment (full-time or on probation, part-time, etc.)
The date of the joining. It should also contain information regarding the requirements for the candidate to arrive early on the day of their first day (if required)
Location of work (Apart from the usual hybrid offline or online work mode, include the geographical location as well as the postal address if the applicant needs to travel to a new place)
It is essential to mention the conditions on which the employee was granted the job. (In many cases, when you hire an inexperienced employee, you’ll want them to maintain an average academic score until they graduate and join the company. Some issues could also have additional conditions to be met before hiring employees. This should be noted here.)
- The typical working hours
- Please include deadlines and the next steps for them.
- The documents to submit
- Discuss the employee’s chance of being transferred by all
- The employee’s salary, along with other benefits like pay structure as well as other benefits
- Additional information like dress code
Your contact number or email number so they can get in touch with you in the event of any questions
Be sure to sign your letter with a company seal or stamp (as per the company’s policy)
When should you send an appointment letter to employees?
A letter of appointment can write by the team manager or HR Manager, leader or department manager, or by the company’s founder (in small-sized companies).
A letter of appointment is usually handed out to the applicant after receiving the offer letter.
It is printed on the business’s official letterhead. It is expected that the employer signs it and keeps one copy for themself, while the employee (newly becoming a candidate) keeps a signed copy for themself)
Dos and Don’ts
Here are a few rules and don’ts to remember when writing an employment contract.
Be as precise and straightforward as you can. Do not leave out vital details to keep your candidate guessing. Provide as much information as possible, and don’t give any details open for speculation.
Make sure the tone of the letter is positive and enthusiastic. Remember that this is a fascinating time for you and your new hire.
Keep it short and straightforward. Please do not worry about how they’ll do an incredible job in their new position. This quick and simple is the best way to go!
Grammatical or linguistic mistakes are not allowed! Nothing is more damaging than a mistake or spelling mistake to convince.
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