Guide to Writing an Appointment Letter

An appointment letter is a letter written to an employer when offering a specified job in an organization. This is a purely formal letter that is issued after the successful interview of an employer. It holds all the details of the new job including the position offered, job responsibilities, date of joining, and also the salary break-up. A guide or a mini book stating all the terms and policies of the organization or the business firm is often attached to the letter.

It is a simple way of informing the prospective employee of the position informed. Through the written words it becomes easier for the employee to understand the roles and the policies of the company. If there is something that is not clearly understandable then it's the right time to clear it with the management or the HR personnel. Though all the essential details are mentioned it is very important to discuss everything and clear all the doubts before sending an acceptance letter in response to the appointment letter.

There are many essential things to keep in mind before starting to write the letter. The first thing to verify and consider is all the roles and responsibilities of the offered position. There should be no mistake in mentioning the roles so it is important to make a rough draft of these. Apart from this it is also important to put across the terms and policies of the company in advance so that there are no disturbances in work and relationship later on.

Once a rough draft is prepared verify everything twice and then create the final letter. It is also important to maintain a professional and soft approach. The content should be respectful and congenial. It should be prepared in such a positive and affable tone than the employee feels free and comfortable to approach and show interest in the offering. Once it is completed proofread for errors and mistakes.

Direct the letter to the person whom the job is offered and assure that the complete address is written on it. In gentle words, also mention the urgency of the job if required and give a specified time period for acceptance. It should be then ended with a friendly note in a way that it shows the eagerness of an affirmative response.