appointment letter after accepting job offer template

Appointment Letter after accepting job offer

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Fixed Term appointment letters are meant for employees who are hired for a limited time of one year or more. In these letters, the employment may be extended up to two years. Temporary appointment letters are formed for employees hired for a short-term period of below one year. The period after extension should amount to eleven months of service. Continuing appointment letters are for employees who work thirty-two hours a week.

How do you write a confirmation letter for an appointment?

Appointment letters are those letters in which you invite an employee to come and have a meeting with the responsible person. Appointment letters can of different types. 

  1. Fixed-term Appointment letter: In these letters, the employee is offered to be hired for a smaller duration, but it can also be extended according to the output of the employee.
  2. Temporary appointment letter:  These letters are one in which the employee is hired only for a smaller and fixed duration of time.
  3. Continuous appointment letter: Continuing appointment letters are the letters for the permanent employees.

The purpose of an appointment letter is to provide a newly hired employee with a written letter mentioning the status of employment falling under categories such as regular or probationary, temporary, or contract employees. This letter is to formally welcome the employee after accepting the offer of employment.

The main reason for an appointment letter is to send a formal written letter to your new employee. This letter must contain all the necessary information about the appointment. 

Appointment letter format:

One of the best methods to format an employee appointment letter is listed below. 

  • Addressing

In this first and foremost part of the letter, you must write down the date, subject, and address of the company. This part must also contain the address of the employee.

  • Welcoming the employee

The first paragraph should confirm the appointment, and then it should contain a congratulations sentence followed by the welcome to our company note. This paragraph should be of only two or three lines.

After the first paragraph of the address, focus on writing the welcoming the employee. This welcome may also be done in the form of confirming the appointment with the employee. Welcome is followed by congratulations where you must wish the worker the best of his incoming luck.

  • Write basic information and guidelines

This part of an appointment is the most necessary part. Here you need to write about all the job’s schedule and responsibilities. Furthermore, write about the evaluation criteria of employees for the bonus points. 

Apart from the Schedule infrastructure, mention the salary package on which both parties (you and employee) agreed upon.

  • Signature note:

Here in this context, end the appointment letter with a positive conclusion by writing a looking forward note. Give the employee some space so he/she makes a final decision about the job. End the letter with gratitude and a ‘Yours sincerely’ note.

Samples of appointment letter:

Below are attached some expert-written samples for the appointment letter. You can use these samples after a few edits.


This part includes the address, line by line, with the proper dates.


Here are mentioned some introductory lines.  These lines include the purpose of your letter. You can choose any of these sample lines for your ease.

  1. Congratulation on your appointment as "Group Distributer" for {{Company/Industry name}}. We would like to offer our warm welcome to the company and wish you success during your tenure.
  2. Thank you for accepting our offer letter dated {{date}}. 

Body/main text:

Body text is the most important feature of any letter’s content. This part serves to be the deciding part in a letter

  1. This is an official confirmation of your position at {{company name}} in the capacity of {{job title}}.
  2. Enclosed with this letter are your employment terms and conditions which include payroll details, work timings among other important details pertaining to your job with us. Please take the time to go through the documents. If you have any questions, please contact the HR department.

Complimentary close:

Always write acknowledgments to the recipient for working under your supervision and wish them good luck.

  1. We wish you the best of luck in your job.
  2. Wishing you all the best in your job. Good luck!


In the last section of your document, mention an area of writing signatures. Either print your signatures out or scan them and insert them in the document.

We wrote this letter in the best possible format for you. Free download this sample acceptance letter with a job offer. You can use and edit these documents for free after downloading it in Microsoft Word format. If these letters are not according to your situation and needs, then please head on to our website for more condolence letters.

The content is for informational purposes only, you should not construe any such information or other material as legal, tax, investment, financial, or other advice. Nothing contained this site constitutes a solicitation, recommendation, endorsement, or offer by Bizzlibrary or any third party service provider to buy or sell any securities or other financial instruments in this or in any other jurisdiction in which such solicitation or offer would be unlawful under the securities laws of such jurisdiction.


Shaunna Freeman(12/8/2020) - USA

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Clemente Mercer(12/8/2020) - GBR

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