What should be included in an appointment letter format?

An ideal appointment letter format should include the job title, employment type, salary structure, benefits, working hours, reporting manager, company policies, and confidentiality terms.

How do I write an appointment letter?

To write an appointment letter, use a professional format on your company letterhead. Include a greeting, offer confirmation, job details, terms and conditions, and a closing with a signature section.

Is it necessary to issue an appointment letter on company letterhead?

Yes, to maintain professionalism and legal validity, an appointment letter should be printed on the official company letterhead and signed by an authorized person.

What is a Letter of Appointment?

A Letter of Appointment is a formal document issued by an employer to confirm the selection of a candidate for a specific role. It outlines the terms and conditions of employment, including job responsibilities, compensation, and other relevant details.

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Letter of Appointment

Reviewed by HR & Business Communication Experts Updated for 2026 Professional Communication Standards

Appointment Letter Format – 20+ Free Sample Template in Word Doc & PDF

What Is an Appointment Letter?

An appointment letter (also called a letter of appointment or employment offer letter is an official and formal document issued by a company to confirm the employment of a selected candidate. It is typically sent after the candidate successfully completes all interview rounds and is selected by the hiring team. This legally binding document outlines essential details such as job title, salary, joining date, work location, reporting structure, and the terms and conditions of employment. Issued on the company’s letterhead, the appointment letter serves as a formal job offer and employment confirmation.

Whether you’re looking for a simple appointment letter format in Word, a detailed appointment letter sample, or want to learn how to write one from scratch, this guide has everything you need.

Appointment Letter Format – Key Elements & Downloadable Sample

Creating a well-structured appointment letter format is a crucial step in the recruitment and selection process. It formalizes the job offer and ensures that both the employer and the employee are aligned on job expectations. The Human Resource department plays an important role in drafting this letter clearly and professionally.

A proper appointment letter format in Word or PDF should include all relevant employment terms such as job title, salary, working hours, benefits, company policies, and other important clauses. Below is a detailed, ready-to-use appointment letter sample you can download or customize. This format helps employers offer full transparency to the candidate, allowing them to confirm their joining date and accept the job by signing the letter.

Standard Appointment Letter Format (Sample Template)

[Your Company Letterhead]

Company Name

Full Address

Phone | Email | Website

Date: [DD/MM/YYYY]

To,

[Candidate’s Full Name ]

Complete Address]

Subject: Appointment Letter for the Position of [Mention the Job Title]

Dear [Candidate’s Name]

Refer to your application and the subsequent interview conducted by us.

We are pleased to inform you that you have been selected for the position of [Job Title] at [Company Name], based on your interview and your successful evaluation.

2. Nature of Employment

Your appointment is: Mention the type of Employment, such as Permanent, Temporary, or Contractual

3. Attendance & Working Hours

You are expected to comply with the company’s attendance and leave policies. Your regular office hours will be from [Start Time] to [End Time], [Days/Week].

4. Salary Structure

You will receive a salary of $/₹ [Monthly Salary] per month, which includes the following breakup:

Basic Salary
HRA
Allowances
Other Benefits
- Annual CTC: [Annual Amount]

5. Benefits & Perks

You will be entitled to the following benefits (if applicable):

Health Insurance
Bonus / Incentive Schemes
Paid Leaves
Other [specify]

6. Terms & Conditions

We expect that you will abide by all our company rules, policies, and conditions as mentioned in our Employee Handbook.

7. Company Policies

mentioned a brief overview of the policies applicable and to learn more about the policies and procedures, please refer to the Employee Handbook/HR Manual attached.

8. Contract Duration

Your appointment is valid for [time duration]. (If permanent, mention "Until further notice or resignation.")

9. Date of Joining

You are requested to report on [Date of Joining] at [Location/Department].

10. Required Documents at Joining

Please submit the following on your joining day:

ID Proof
Address Proof
Academic Certificates
Experience Letters
Passport-sized photographs
PAN/Aadhaar card

11. Security Requirements

You shall maintain confidentiality and data security at all times as per company guidelines.

12. Declaration

You declare that all information provided is true, and you agree to abide by all terms mentioned herein and as outlined in the company policy documents

13. Termination Clause

This appointment may be terminated by either party with [Notice Period] written notice or salary in lieu of notice, as per policy.

We welcome you to the [Company Name] family and look forward to a successful association.

Warm Regards,

Authorized Signatory

[Designation]

[Company Stamp & Signature]

Looking for a customizable format?
Download Free Appointment Letter Format – Word & PDF Samples

Sample Template of Appointment Letter Word Format & PDF

We have created an Appointment Letter Sample Template, which is attached below to learn about the right appointment letter format and made each sample free to download in MS Word and PDF format which will help you learn how to write a better appointment letter.

Before we proceed, it is worth mentioning that the term appointment letter can have two different implications. When people speak of an appointment letter, they refer to an appointment letter issued by a company to its new employee, confirming the employment. But an appointment letter may also mean a letter written requesting an appointment for a specific meeting. For example, while applying for a visa, an individual will write a letter of appointment requesting to schedule the visa appointment. The appointment letter sample below will help clarify the difference.

Now back to the letter of appointment. After all the formalities of the recruitment process have been completed and verified, and if the candidate is selected, the company will issue an offer letter before releasing the appointment letter for the job.

How to Write an Appointment Letter – Step-by-Step Guide

If you're wondering how to write an appointment letter, this guide will help you draft a professional and legally sound document. A well-written appointment letter format confirms the job offer to the selected candidate and outlines all key terms and conditions of employment. Whether you're creating an appointment letter sample from scratch or using a pre-designed Word or PDF template, the following steps will ensure your letter is clear, formal, and comprehensive.

Steps to Write an Appointment Letter (With Format)

Use a Professional Letter Format
- Start on your company letterhead
- Include the date, candidate’s name, and address
Begin with a Formal Greeting & Opening Statement
- Congratulate the candidate on their selection
- Clearly state the job title and your offer of employment
Include Key Job Details
- Mention the joining date, job location, and work hours
- Add the monthly salary, CTC, and any probation period
State Terms and Conditions of Employment
- Summarize company policies, working rules, and code of conduct
- Add a confidentiality clause, termination clause, and reference to HR policies
Acceptance Clause
- Ask the candidate to sign and return a copy as acceptance
- This confirms that the candidate agrees to the terms stated
Add a Closing Statement
- Express your excitement about the candidate joining
- Maintain a professional but warm tone
Signature Block
- Include the employer's name, designation, and official signature
- Add the company seal/stamp for official validity

This approach ensures your appointment letter is not only legally valid but also easy for the employee to understand. Be sure to mention all critical details like start date, job title, office location, manager’s name, and background verification clauses if applicable. For companies with a legal department, it's advisable to get the draft reviewed before issuance.

Key Takeaways: Writing an Appointment Letter

Purpose: The appointment letter officially confirms that a candidate has been hired after the final interview and provides all the job-related terms.
Professional & Legal Document: It must be printed on the company’s letterhead, signed by the hiring authority, and stamped with the official company seal to establish authenticity.
Include Critical Job Information: Always mention job title, salary, benefits, joining date, manager’s name, and company policies to maintain full transparency.
Follow Legal & HR Guidelines: Ensure the letter complies with your company's legal and HR standards. It should be clear, compliant, and ready to serve as a formal agreement.
Use Downloadable Templates: Browse our collection of ready-made appointment letter samples in Word and PDF formats. These free templates make it quick and easy to draft professional appointment letters.

Author & Reviewer

This content is prepared and reviewed by HR and workplace communication professionals and is updated to reflect current professional Standards.

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Appointment Letter Sample Template

Date____________

To,

Employee Name

Addres

City, State Pincode

Subject: Appointment Letter

Dear (Name of the candidate),

With reference to our discussions, we are pleased to appoint you in (Company Name) on the following terms and conditions:

1. Location / Place of Posting

Your initial place of posting will be (Job Location). However, based on organizational and business requirements, you may be transferred to any Company or Group location in India or abroad.

2. Designation

You will be designated as Manager – Logistics (Import & Export).

3. Total Compensation

Your Total Cost to Company (CTC) will be as detailed in .Annexure A

You will be covered under the Provident Fund Scheme and other Company-sponsored employee benefit programs applicable to your category of employment. Your compensation will be reviewed annually as per Company policy. Increments are discretionary and based solely on performance and business results.

Your salary will be subject to applicable deductions under the Income Tax Act, 1961. You shall be responsible for meeting all statutory tax obligations, including filing of returns and compliance with tax laws.

4. Probation and Confirmation

You will be on probation for a period of six months from the date of joining. Upon satisfactory performance and conduct, your services will be confirmed in writing.

The probation period may be extended if your performance or conduct does not meet Company expectations. During the probation or extended probation period, your services may be terminated without assigning any reason. You shall be deemed to be on probation until your confirmation is communicated in writing.

5. Termination of Employment

This appointment may be terminated by either party by giving:

15 days’ notice or salary in lieu thereof during probation, and
One month’s notice or salary in lieu thereof after confirmation.

Upon termination, you must immediately return all Company property including laptop, mobile phone, SIM card, documents, data, records, and any other material belonging to the Company before your final settlement is processed.

6. Physical and Mental Fitness

This appointment is subject to you being medically fit at the time of joining and remaining fit during your tenure. If at any time you are found medically unfit, the Company reserves the right to terminate your employment without notice.

7. General Service Conditions

You are required to follow all Company policies, rules, and codes of conduct as issued from time to time. In particular:

You shall devote your full time and attention exclusively to the Company and shall not engage in any other business, profession, or employment without prior written approval.
Any misconduct, criminal offense, or act of moral turpitude will attract disciplinary action, including termination.
You may be required to perform any duties assigned to you by the Company.
You will be governed by Company policies regarding working hours, holidays, and leave.
If you leave the Company within one year of joining, the Company may recover all costs incurred towards your joining, including relocation expenses.

8. Transfer

The Company may transfer your services to any of its departments, subsidiaries, group companies, joint ventures, or associates in India or abroad, as required. Upon transfer, you shall be governed by the service conditions applicable to that entity.

9. Retirement

You shall retire from Company service upon attaining 60 years of age. The retirement date shall be the last working day of the month in which you complete 60 years.

10. Statement of Facts

If at any time it is found that any information provided by you is false or misleading, the Company reserves the right to terminate your services immediately without notice, in addition to taking appropriate legal action.

11. Training and Other Agreements

If you are sponsored for training by the Company, all related costs will be borne by the Company. However, if you fail to complete the training or leave the Company within one year after such training, you shall be liable to reimburse all training-related expenses.

12. Confidentiality, Intellectual Property & Non-Disclosure

During and after your employment, you shall not disclose any confidential or proprietary information of the Company or its affiliates.

Any inventions, innovations, software, systems, or processes developed by you during your employment shall be the exclusive property of the Company.

13. Arbitration & Jurisdiction

Any dispute arising out of this appointment shall be referred to arbitration under the Arbitration and Conciliation Act, 1996. The venue of arbitration shall be New Delhi, and courts at New Delhi shall have exclusive jurisdiction.

The invalidity of any clause shall not affect the validity of the remaining terms.

We look forward to a long and mutually beneficial association with (Company Name).

For (Company Name)
Authorized Signatory

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Appointment Letter Sample

[Date]

[Employee's Name]

[Employee's Address]

[City, State, ZIP Code]

Subject: Appointment Letter for the post of (Mention Position Title)

Dear (Name of the candidate),

Further to our Letter of Intent dated (mention date), we are pleased to appoint you as (mention job title) on the following terms and conditions:

1. Increments

Future increments will be at the sole discretion of the Management and will be based on:

(a) your individual and team performance, and

(b) the operational and financial performance of your department and the Company.

2. Effective Date

Your appointment will be effective from (mention date).

3. Probation and Confirmation

You will initially be on probation for a period of six months from the date of joining. Your performance will be evaluated by your Reporting Manager and the HR Department during this period. Based on this evaluation, the probation period may be extended at the sole discretion of the Management.

On successful completion of the probation period, you will be issued a written Confirmation Letter. If improvement is required, the Management may extend your probation period.

4. Medical Fitness

Your employment and its continuation are subject to your being found physically and mentally fit by a Medical Officer authorized by the Company and remaining so during your service. You may be required to undergo a medical examination, and the decision of the Medical Officer shall be final.

5. Incapacity

If, during the course of your employment, you are unable to perform your duties due to illness, accident, or any other reason for a continuous period of three months, or for an aggregate of three months in a year (not necessarily a calendar year), the Management may, at its discretion, terminate your employment without notice or payment in lieu thereof.

6. Verification of Records

Your continuation in employment is subject to satisfactory verification of your background and credentials. If at any time it is found that any information provided by you is false, incomplete, or suppressed, your employment may be terminated at the discretion of the Management.

Yours sincerely,
For (Company Name)
(Name, Designation & Signature of Authorized Signatory)

Acceptance

I have read and understood the above terms and conditions and hereby accept this appointment.

Name: __________________
Signature: _______________
Date: ___________________

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Appointment Letter Sample Template for Example

[Date]

[Employee's Name]

[Employee's Address]

[City, State, ZIP Code]

Subject: Appointment Letter for the post of (Mention Position Title)

Dear [Employee's Name],

We are pleased to extend our heartfelt congratulations on your selection for the position of [Job Title] at [Company Name]. We believe that your skills, experience, and qualifications will make you a valuable addition to our team.

Job Title: [Mention the Job Title / Position]
Department: [Department Name]
Location: [Office Location]
Compensation Package: [Mention Salary]
Reporting To: [Supervisor’s Name and Designation]
Employment Status: [Full-Time / Part-Time]

Benefits:
You will be entitled to our comprehensive benefits package, which includes health insurance, retirement plans, and paid time off (PTO). Further details will be provided during your orientation or onboarding process.

Probationary Period:
As part of the onboarding process, you will be on a probationary period of [specify duration], during which your performance will be reviewed before confirmation of employment.

Work Schedule:
Your regular working hours will be [specify hours and days], with breaks as per Company policy.

Joining Formalities:
On your first day, please report to the HR Department to complete the necessary documentation and bring all required certificates as per Company policy.

As a member of [Company Name], you are expected to adhere to Company policies and the code of conduct, which will be shared during your orientation. You will also be required to sign a confidentiality agreement and any other applicable agreements.

Performance Evaluation:
Your performance will be reviewed periodically to provide feedback and support your professional growth.

Termination Notice:
Both you and [Company Name] reserve the right to terminate the employment relationship at any time, with or without notice, in accordance with Company policy and applicable laws.

Benefits Eligibility:
You will become eligible for employee benefits from [mention eligibility date].

Vacation and Leave:
You will be entitled to [specify number] days of paid vacation per year, in addition to other leave benefits as per the employee handbook.

At-Will Employment:
This appointment does not constitute a contract of employment. It confirms an at-will employment relationship, allowing either party to terminate the employment at any time, with or without cause or notice.

Acceptance

To formally accept this appointment, please sign and return a copy of this letter by [date], acknowledging your acceptance of the above terms and conditions.

We are delighted to welcome you to the [Company Name] team and look forward to your valuable contributions. If you have any questions, please feel free to contact [HR Contact Name].

Sincerely,
For [Company Name]

[Manager’s Name]
[Designation]

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Use Company's Letterhead

Letter of Appointment - Sample Template

Date__________

Mr./Ms. Name of the candidate

Complete Address

City, Pin Code

State, Country.

Subject: Appointment Letter for Engineer Trainee

Dear (use first name of the candidate)

Refer to your application for the Trainee position and the interview held at our office on (mention the date of the final interview), we are pleased to offer you an appointment as Engineer Trainee on the following terms and conditions:

1. Training Period

Your training will be for a period of six months.

2. Compensation

Your Cost to Company (CTC) will be (mention the amount in figures and words) per annum. The breakup of the CTC is as follows:

o Basic Salary: __________________

o House Rent Allowance (HRA): __________________

o Ex-gratia / Bonus: __________________

o Child Education Allowance: __________________

o Transport Allowance: __________________

o Uniform Maintenance Allowance: __________________

The salary structure is confidential and must not be disclosed to anyone.

3. Rules and Confidentiality

You are required to comply with all company rules, policies, and regulations. You shall not disclose any confidential information relating to the company or its management during or after the training period.

4. Termination

During the training period, either party may terminate this arrangement by giving one month’s notice. Your training shall automatically stand terminated upon completion of the training period unless otherwise confirmed in writing.

5. No Guarantee of Employment

This training appointment does not obligate the company to offer you regular employment during or after the training period, nor does it confer any right to claim employment with the company.

We welcome you and wish you a successful training period with us.

Yours sincerely,
For [Company Name]
(Name, Designation & Signature of Authorized Signatory)

Acceptance

I have read and understood the terms and conditions of this appointment and hereby accept the same.

Signature: ____________________
Date: ____________________
Name of the Employee: ____________________

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Appointment Letter Sample

Date:_______

Name: Mr/Ms. _________________

Complete Address: _________________

City, State & Pin _________________

Dear _____,

Sub: Offer cum Appointment Letter

Congratulations!

Please refer to the interview held at our office. We are pleased to offer you an appointment with our company as Team Leader. As discussed, your initial posting will be at our New Delhi office.

Your appointment will be subject to the terms and conditions specified in “Annexure – A” attached hereto and the Rules and Regulations of the Company as applicable from time to time. Details of your salary, allowances, and other perquisites are provided in Annexure – B.

We hope to offer you a challenging and rewarding career, providing a high level of job satisfaction along with ample opportunities for professional growth and career development.

Kindly return the duplicate copy of this letter, duly signed, as a token of your acceptance of this offer, along with the signed copies of Annexure – A (Terms of Appointment), Annexure – B (Perquisites), and Annexure – C (Salary Details).

With best wishes,

(Name of the Signing Authority)
(Designation)

“Annexure - A”

Terms of Appointment

Every appointment shall be subject to the Rules and Regulations of M/s. ____________________, as in force and as amended from time to time. Any policies or procedures introduced or modified by the Company in relation to its employees shall be deemed to apply to this employment.

The employment shall commence from the date of joining as mentioned in the Appointment Letter. There shall be a probation period of three months, and confirmation of employment will be based on satisfactory performance during this period.

During the probation period, the employment may be terminated by either party by giving one week’s notice. After confirmation, the employment may be terminated by either party by giving one month’s notice in writing or one month’s basic salary in lieu of notice, as applicable.

The employee shall be liable to be transferred to any place of business of the Company, whether existing or acquired in the future, or from one department, function, or location to another, in the interest of the Company.

The employee may be retired on reaching the age of 58 years, if deemed necessary by the Company.
While employed with the Company, the employee shall:
Not undertake any other employment or engage in any external activities without the prior written approval of the Company.
Perform all duties and responsibilities assigned from time to time by the Management or any authorized officer of the Company.
Not, at any time, disclose, divulge, or make public, without the prior written consent of the Company (except under legal obligation), any information relating to the Company’s business, processes, accounts, transactions, or dealings. All such information obtained during the course of employment shall be treated as strictly confidential.
Be responsible for the safe custody and proper return of all Company property, documents, and materials that may be in the employee’s possession or control, including proper handover of all assignments.
Inform the Company in writing of any change in residential address. The address mentioned in the employee’s CV shall be treated as the official address unless otherwise notified in writing.
Be paid in accordance with applicable income tax and statutory laws.
Maintain the highest standards of professional conduct, integrity, and compliance with all Company policies and procedures.

This contract of appointment shall be deemed to have been executed in the National Capital Territory of Delhi. The employee shall remain under the administrative control of the Corporate and Head Office even if posted elsewhere. In the event of any dispute arising out of this appointment, the courts within the National Capital Territory of Delhi shall have exclusive jurisdiction.

I hereby agree to abide by the above terms and conditions.

(Signature of Mr. ____,) Date: ______,

Annexure – B

Details of Perquisites & Allowances:

Name - Mr. _______________

Designation - __________________

Grade - __________________

Location - __________________

Basic Salary - __________________

Date of Joining - __________________

Probation - Three months from the date of joining.

Confirmation - On successful completion of probationary period.

In addition to the basic salary mentioned in the Annexure – C of this letter, other allowances and benefits payable will be as unde.

1. House Rent Allowance	00% of the Basic Salary
2. Leave Travel Allowance	Equivalent to half month’s basic salary per annum claimable only after completion of each year of continued service.
3. Medical Reimbursement	Half month’s basic salary per annum in the first year credited on six monthly basic for self and dependents as declared at the time of joining. Subsequently in second year and onward the medical reimbursement will be admissible @ one month basic salary.
4. Composite Reimbursement	Up to Basic salary one month at actual.

Compos to reimbursement can be claimed under any of the following heads:

1. Outfit Reimbursement	up to Basic salaries
2.Conveyance Reimbursement	Up to Basic Salary which can be claimed every month as actual conveyance from home to office and back.
3. Association Benefit	In addition to the above you will also be eligible to a sum on Rs. _________/- on successful completion of 3 Years of continued service with M/s.______________,
4. Provident Fund	As per act.
5. E.S.I. if applicable	As per act.
6. Gratuity	As per act.
7. Onus	As per act.

Signature

(Name of the signing Authority with Designation)

Date: ______

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Use Company's Letterhead

New Appointment Letter Template

Sample in Doc Word or PDF Format for Example Only

Date__________

Name of the employee : _________________

Complete Address : _________________

City, State & Pincode : _________________

Country.

Subject: Letter of Appointment for the Post of (Mention Job Title)

Dear (Use First name),

This is in reference to your job application and the subsequent rounds of interviews held with us. We are pleased to appoint you to the position of (Job Title) in our organization with effect from (mention date of joining), on the following terms and conditions:

1. Probation / Training

You shall be on probation / training for a period of one (1) year from the date of commencement of your service, which may be extended at the discretion of the Company. On successful completion of the probation / training period and subject to satisfactory performance, your services will be confirmed in writing by the Company.

During the probation period, either party may terminate the employment by giving 30 days’ notice or salary in lieu thereof.

2. Notice Period After Confirmation

After confirmation of employment, either party may terminate the employment by giving 45 days’ notice or salary in lieu thereof. In both probation and confirmed employment, the Company reserves the right to retain you in service until a suitable replacement is appointed.

3. Place of Posting and Transfer

Your initial place of posting shall be at (Company Name / Location). However, the Company reserves the right to transfer you to any department, location, or assignment at its discretion, based on business requirements.

4. Company Rules

You shall be governed by the Company’s rules, regulations, policies, and procedures as in force and as amended from time to time.

5. Exclusive Service

During your employment with the Company, you shall not engage, directly or indirectly, in any other employment, business, or profession, whether paid or unpaid, without prior written permission from the Company.

6. Compensation and Benefits

The Company may, from time to time, revise, modify, add, or withdraw any component of remuneration, benefits, or facilities based on the Company’s performance, financial position, and business requirements, and you shall be bound by such decisions.

7. Confidentiality

You shall not, during or after your employment, disclose any confidential information relating to the Company, its business, or its customers that may come to your knowledge during the course of employment.

8. Return of Company Property

Upon resignation or termination of employment, you shall return all Company assets, including laptops, documents, and other property, in your possession to the Company.

9. Medical Fitness

During the tenure of your employment, you may be required to undergo a medical examination by a Company-appointed medical practitioner. The decision of the management based on the medical report shall be final and binding.

10. Acceptance of Offer

You are requested to confirm your acceptance of the above terms and conditions by signing and returning the duplicate copy of this letter.We extend a warm welcome to you and wish you a successful and rewarding career with us.

Yours sincerely,

For (Company Name)

Signature & Name of Manager

Acceptance

I have read and understood the terms and conditions of this appointment and hereby accept the same.

Name & Signature of the Employee: _______________________
Date: _______________________

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Appointment Letter Sample Template

For Example Only

Dated__________

Name of the Appointee

Complete Address

City, State with Pin code

Dear _________ (Use the First name),

We, (Firm Name), are pleased to appoint you as (Job Role) on the following terms and conditions:

1. Appointment

The Firm hereby appoints you as (Job Role) with effect from (Date of Joining). You agree to perform and discharge such duties and responsibilities as may be assigned to you by the Firm from time to time.
Your appointment shall be subject to a probation period of six months from the date of joining. The probation period may be extended or reduced at the sole discretion of the management. Continuation of employment beyond the probation period shall be strictly based on merit and performance. Probation shall be deemed to be successfully completed only upon issuance of a written Confirmation Letter by the Firm.
Your place of posting shall be Delhi. However, based on business requirements and timelines, you agree to make yourself available as required for the Firm’s business and client services.

2. Compensation and Reimbursement

You shall be paid a monthly remuneration as per the salary structure mentioned herein and shall be eligible for reimbursement of official expenses incurred in the course of employment, subject to submission of supporting documents and applicable tax laws.

3. Employee Undertakings, Commitments, and Covenants

You shall perform your duties in accordance with the workplace policies, code of conduct, and operational guidelines of the Firm, as amended from time to time, and shall use your best efforts to faithfully and diligently carry out all duties assigned by your supervisor or any authorized officer of the Firm.
Waiver: Any delay or indulgence by either Party in enforcing any right under this Agreement shall not be deemed a waiver of such right or of any subsequent breach.
Survival: All clauses relating to Confidentiality, Intellectual Property Rights, Non-Compete, and Consequences of Termination shall survive the termination or expiry of this Agreement.
Entire Agreement: This Agreement, together with any supplementary documents signed by both Parties, constitutes the entire understanding between the Parties and supersedes all prior discussions or agreements. Any modification shall be valid only if made in writing and signed by both Parties.
Governing Law and Jurisdiction: This Agreement shall be governed by and construed in accordance with the laws of India. The courts at Delhi shall have exclusive jurisdiction over any dispute arising out of or in connection with this Agreement.

4. Salary Structure

Components	Amount (Rs.)
Basic
HRA
CCA
Conveyance
Medical
Total (Per Month)
Total (Per Annum)
PF – Employer Contribution (Per Annum)
Ex-Gratia (Per Annum)
Annual Cost to Company (CTC)

Your salary shall be subject to statutory deductions and applicable tax laws as in force from time to time. Allowances may vary in accordance with statutory requirements.

Yours sincerely,
For (Company Name)

Authorized Signatory
(Name & Designation)
Signature: ______________________

Employee Acceptance

I have read and understood the above terms and salary structure and hereby confirm my acceptance of the same.

Name & Signature: _______________________
Date: _______________________

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Appointment Letter Sample

Dated_________

Name:-______________,

Father Name:-_______,

Address:-____________

____________________

Subject:- Appointment to the Post of______________

We are pleased to confirm that you are in our employment with effect from ____________________. You are presently working as ____________________ at a salary of Rs. __________ plus House Rent Allowance (HRA) of Rs. __________ per month. Your employment shall continue on the following terms and conditions:

Your services may be terminated by either party by giving one month’s notice or salary in lieu thereof.
Upon confirmation, you shall be entitled to such benefits and facilities as are applicable to other confirmed employees of your category, as per the rules of the organization.
It shall be at the discretion of the Management to assign duties and regulate working hours. The normal working hours shall be nine hours per day, including one hour of rest.
You shall be a full-time employee of __________________________ and shall not engage in any other employment, business, or assignment, nor accept any remuneration in cash or kind from any other organization or individual without prior written permission.
You shall faithfully discharge your duties and observe the working hours and instructions as regulated by the Management from time to time.
In the event of any misconduct, you may be placed under suspension pending enquiry. If you are found guilty of any or all of the charges, the period of suspension shall be treated in accordance with the applicable service rules.
In all matters relating to discipline, removal, or any other service matter, you shall be governed by the __________________________ Service Rules as in force and as amended from time to time.
This confirmation is subject to your being declared medically fit by the Company’s Medical Officer and successful verification of your original certificates.
You are requested to sign and return the duplicate copy of this letter as a token of your acceptance of the above terms and conditions.

For __________________________

President

Employee Acknowledgement

I confirm that I have read and understood the contents of this letter and accept the Employee Service Rules of the Society.

Signature of Employee: ____________________
Date: ____________________

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Letter of Appointment

Sample Template for Example - Download Free in word & PDF Format

Name: _________________,

Address: ____________

________________________

Dear _________,

Subject: Appointment Letter

We are pleased to confirm your appointment with (Organization Name) on the following terms and conditions:

Designation: ____________________
Present Salary: __________________
Grade: __________________________
Scale of Pay: ____________________

During your employment with us, the following shall be the principal terms and conditions:

a) You shall observe the working hours of the establishment. You may be transferred from one shift to another, from one department to another, or from one establishment to another anywhere in India, without any additional remuneration.

b) You shall comply with the Company’s Service Rules, policies, and procedures as in force and as amended from time to time.

c) You shall not engage in any other business, profession, or employment, whether full-time or part-time, with any other organization without the prior written permission of the Company.

d) You shall be responsible for the safe custody and proper return of all Company property such as tools, equipment, instruments, books, and uniforms that may be entrusted to you. The Company reserves the right to recover the value of any loss or damage from your dues or take such other action as deemed appropriate.

e) While discharging your duties, you shall maintain courteous and professional behavior towards customers, superiors, colleagues, and all persons dealing with the Company.

f) You shall be entitled to leave and other statutory benefits as applicable under the Factories Act and other applicable laws.

g) You shall promptly inform the Company in writing of any change in your local or permanent address or marital status.

h) If your conduct or performance is found unsatisfactory, unbecoming, or detrimental to the interests of the Company, or warrants investigation, you may be suspended from duty. During the period of suspension, you shall be paid subsistence allowance as per the applicable Standing Orders.

i) In the event of fire, natural calamity, epidemic, riot, civil commotion, shortage of power or raw material, machine breakdown, or financial constraints, the Company may lay off or retrench employees as necessary. Compensation, if applicable, shall be paid in accordance with the Industrial Disputes Act, 1947.

j) Your services may be terminated by either party by giving one month’s written notice or salary in lieu thereof. If you leave employment without serving the required notice, the Company shall be entitled to deduct an amount equivalent to the notice period salary from your dues.

k) You shall retire from the services of the Company upon attaining the age of 58 years. The date of birth recorded in the Company’s official records shall be treated as final and binding.

l) In addition to the above, your services may be terminated by one month’s notice or salary in lieu thereof for reasons including but not limited to:
i. Prolonged or frequent illness
ii. Physical or mental incapacity
iii. Reasonable suspicion of serious misconduct
iv. Adverse police or government reports
v. Continued poor performance
vi. Conviction by a court of law
vii. Arrest or detention under any applicable law

Yours faithfully,
For (Organization Name)
(Director)

Candidate Acceptance

I hereby accept the employment on the terms and conditions mentioned above. I further declare that all information provided by me is true and correct. If any information is found to be false, my services shall be liable to be terminated forthwith.

Signature of the Applicant: ____________________
Date: ____________________

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Job Appointment Letter

Sample Template

Date:____________

Name: ___________,

Address: _________

_________________

Subject: Offer of an Appointment

Dear Mr./Ms._______

With reference to your application & subsequent interviews with us we are pleased to offer you the post of (Mention Position) in our organization as per agreed terms and condition.

Your consolidated package will be as per dissuasion at the time of interview you will be on probation period for six months from the date of joining. Your date of joining will be on or before date__(Mention Joining Date)__. The detailed Appointment Letter and Job Description will be issued later on.

Please find a duplicate copy of this letter and return it back to us duly signed as a token of your acceptance.

We welcome you in our organization and wish you a long and prosperous career with us.

With best wishes

Cordially,

For_____,

(Signature and Seal)

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Appointment Letter

Sample Template

Dated_________

Name:__________________

Fathers Name:___________

Address:-_______________

SUBJECT:- APPOINTMENT TO THE POST OF (mention Position).

We are pleased to confirm that you are in our employment w.e.f. ____________________Presently you are in our employment as __________at a salary of Rs._______H.R.A. Rs. __________per month.

Further you are in the service on the following terms and conditions:

That the services are liable to be terminated with one month notice or payment of salary in lieu thereof on either side.
On confirmation you will be further entitled to other benefits as may be admissible to other confirmed employees of your category.
That it will be the discretion of the Management to assign you any work and regulate the working hours the normal working hours or duties shall be 9 hours with one hour as rest.
You will be a full time employee of the ___________________________will not work any where else nor accept any payment in cash or kind from the other candidates / organization.
You will discharge your duties faithfully and observe the timings regulated by the Management from time to time.
That if any misconduct is alleged against you, you can be suspended from duty without wages. However, if you are held guilty of all or any of the charges leveled against you, you will be treated absent from duty during the period of suspension.
In all other matters included removal from service on disciplinary grounds or any other matter, you will be Governed Employment rules as in force or which may be enforced from time to time.
This office is subject to your being declared medically fit by our medical officer (Medical checkup) and verification of original certificates.
You are requested to sign the duplicate copy of this letter as a token for acceptance of the duties and responsibility as token of acceptance of the above terms and conditions.

For__________________________(Regd.)

President

Acceptance from Employee

I confirm the contents of the letter as correct and accept the Employees Service Rules of the Society.

Signature of Employee

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Appointment Letter for Employment

Example Sample Template - Free Download in Word & PDF Format

Date: _________

Dear Mr.__________,

We have pleasure in appointing you as PRODUCT SUPPORT EXECUTIVE of Digital Publishing Department, Delhi Office in our organization, effective dated (________)on the following terms and conditions:

1.Placement & Compensation

You will be placed in the appropriate band / responsibility level of the Company, and will be entitled to compensation (salary and other applicable benefits) as detailed in Annexure *A* Compensation will be governed by the rules of the Company on the subject, as application and/or amended hereafter.

2.Salary revision

Your salary will be reviewed on date (________)and on wards or at such other time as the Management may decide. Salary revisions are discretionary and will be subject to and on the basis of effective performance and results. The entire appraisal of the salary would be considered as hike minimum of 5% in the basic salary. Apart from appraisal promotion will be done on three years of working cycle. Appraisal and promotion are also the management discretion. Also, the bonus will be facilitated on month (_________) as on the basic pay.

3.Posting & Transfer

Your initial positing will be at DEHRADUN – UTTARAKHAND However, your services are liable to be transferred at the sole discretion of Management, in such other capacity as the company may determine to any department / section, location, associate, sister concern or subsidiary, at any place in India whether existing today or which may come up in future. In such a case, you will be governed by the terms and conditions of the service application at the present placement location.

4.Absence / Leave Rule

Absence for a continuous period of ten days without prior approval of your superior, (including overstay on leave / training would result in your losing your lien on the service and the same shall automatically come to an end without any notice or intimation.

Leave You will be eligible to the benefits of the Company Leave Rules on your confirmation in the Company’s Service as detailed in Annexure *A* During the period of your employment with the Company’s you will devote full time to the work of the Company. Further, you will not take up any other employment or assignment or any office honorary or for any consideration in cash or in kind or otherwise, without the prior written permission of the Company.

5.Probation / Confirmation:

You will be on a Probation period for the Six month Based on your performance your services will be confirmed with the company in written after six months. During the probation period your services can be terminated with seven days notice on either side and without any reasons whatsoever. If your services are found satisfactory during the probation period, you will be confirmed in the present position and thereafter your services can be terminated on one month’s notice on either side. The period of probation can be extended at the discretion of the Management and you will continue to be on probation till an order of confirmation has been issued in writing once confirmed you position as a full time employment with the Company and you shall devote yourself exclusively to the business and interests of the company. You will not take up any other work for remuneration (part time or otherwise) or work in an advisory capacity or be interested directly or indirectly (except as shareholder / debenture holder), in any other trade or business during your employment with the company. Without permission in writing of the Board of Directors of the Company. You will also not seek membership of any local or public bodies without first obtaining specific permission from the Management.

6.Confidentiality

You will not (except in the normal course of the Company’s business) publish any article or statement delivers any lecture or broadcast or makes any communication to the press including magazine publication relating to the Company’s products or to any matter with which the Company may be concerned unless you have previously applied to and obtained the written permission from the Company’s. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter. You will not at any time, during the employment or after without the consent of the Board of Directors disclose or make public except on legal obligations, any information regarding the Company’s affairs or administration or research carried out, whether the same is confided to you or becomes known to you in the course of your service or otherwise.

7.Intellectual Property

If you conceive any new or advanced method of improving designs / processes / formulae / systems, etc in relation to the business / operations of the Company, such developments will be fully communicated to the company and will be and remain the sole right/propend of the Company. You will be required to maintain utmost secrecy in respect of Project documents commercial offer design documents Project cost & Estimation. Technology. Software packages license, Company’s policy, Company’s patterns & Trade Mark and Company’s Human assets profile. Also the usage of personal USB Drives and CD ROMs are strictly prohibited within the organization. In any case. If you want any kind of data, inform the immediate superior authority and he/she will provide the same.

8.Responsibilities & Duties

You work in the organization will be subject to the rules and regulations of the organization as laid down in relation to conduct and other matters. You will always be alive to responsibilities and duties attached to your office and conduct yourself accordingly. You must effectively perform to ensure results

9.Past Records

If any declaration given or information furnished by you, to the company proves to be false, or if you are found to have willfully suppressed any material information, in such cases you will be liable to removal from services without any notice.

10.Retirement

The retirement age is 60 years. You will retire from the employment of the Company at the end of the month in which you attain 60 years of age.

11.Termination of employment

During the probationary period and any extension thereof, your services may be terminated on either side by giving one week’s notice or salary in lieu thereof. However on confirmation the services can be terminated from either side by giving one-month (30 Days) notice or salary in lieu thereof. Upon termination of employment you will immediately hand over to the Company all correspondence specifications, formulae, books, documents market data cost data drawings effects or records belonging to the Company or relating to its business and shall not retain or make copies of these items. Upon termination of employment you will also return all company property which may be in your possession.

12.Medical Fitness

This is subject to your being and remaining medically fit while working in the organization.

13.If at any time in our opinion which is final in this matter you are found non-performer or guilty of fraud, dishonest disobedience, disorderly behavior, negligence, indiscipline absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you.

14.You will not accept any present commission or any sort of gratification in cash or kind from any person party or firm or Company having dealing with the company and if you are offered any you should immediately report the same to the Management.

15.You will be responsible for safekeeping and return in good condition and order of all Company property which may be your use custody or charge.

16. All legal matters are subject to Delhi Jurisdiction.

Please confirm your acceptance of the appointment on the above terms and conditions by signing and returning this letter for our records.

Your faithfully.

For Company Name: _____________________________

Signature

HR Manager

I have read the terms and conditions of this appointment and confirm my acceptance of the same.

(Signature and Date)

Mr. ______________

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Appointment Letter (Sample Copy)

Date:_________

Name________________

Address______________

Subject: You Appointment Letter as Operation Manager and terms & condition in (Company Name).

Dear_______________

We welcome you to(company Name ) and are pleased to confirm your appointment for the position of Operation Manager under the following terms and conditions:

1.Date of Joining:

You are being appointed as Operation Manager in Data Professional Resource Services Pvt. Ltd. A group company of DSSG with effect from Date_______________

2.Place of Work:

Your initial posting will be at our Bhikaji cama office. Your place of work may be changed to any other location to address business / client requirement as directed by the Company.

3.Remuneration:

You may be required to visit to the client site within and / or outside India.

Your annual fixed CTC will be ; Rs.__________P.A. ;(Rupees.__________ ; he breakup of this compensation will be ;shared with you separately by HR. In addition, you may be eligible for performance ;based incentive as per incentive scheme of the company.

The Incentive Scheme is subject to revisions at the discretion of the Management.

You will be eligible for Gratuity as per Payment of Gratuity Act. 1972.

4.Probation Period:

Your compensation will be subject to deductions as application under provisions of Income Tax Act. 1961 and other application laws in India.

5.Work Conduct:

You will be on a probationary period of 6 months from date of joining the period of which may be extended at Company’s discretion Based on your performance and ;confirmation review, action on confirmation of your employment will be taken as directed by Company policy and will be communicated to you in writing.
During your employment with the Company, you shall devote your best efforts for promoting the Company’s (and of any other relevant affiliate and / or business associate of the Company) business.

You are required to effectively carry out all duties and responsibilities as assigned to you by the Company and shall faithfully and diligently perform these in compliance with established policies and procedures, endeavoring to the best of your ability to protect and promote the interests of the Company.
You shall not, except with the written permission of the Company, engage directly or indirectly in any other business, occupation or activity, whether as a principal agent or otherwise which will be detrimental whether directly, to the Company’s interests.

6. ;Training

You will be bound by the Code of Conduct and all other rules, regulations, policies and orders issued by the Company from time to time in relation to your conduct, discipline rules, regulation, policies et al, were part of this contract of appointment.

7. Disclosure of Information: 8. Confidentiality: 9. ; Monitoring Policy: 10. ;Notice Period: 11. ;Termination of Services: 12. ;Leave: 13.Expenses: 14. ; Deductions: 16. ;Non – Competition:

In the event of your separation from Company for whatever reason:

17.Other:

We take this opportunity to congratulate you on your selection and look forward to a long and mutually beneficial professional association. You’re are joining us at an exciting phase of your journey or building a world class firm and we are counting on you to help us get there.

Kindly return a copy of this letter duly signed by you in acceptance of the terms and conditions set out herein.

Yours Sincerely,

Company Name__________________________

Authorized Signatory

I hereby accept and agree to the terms and conditions of this employment contract and any amendments, additions hereto. I also promise to adhere and abide by the policies and regulations of the Company as mentioned and amended from time to time.

Signature_________________

Name____________________

Date_____________________

You will be imparted training on-the-job and periodically when the training programs will be organized. The Company lays high importance when the training its employees and spends considerable resources on it. A full commitment from employee side is expected during the training period.

You confirm that you have disclosed all your business interests in the Company whether or not they are similar to or in conflict with the business (es) or the ;activities of the Company, & all circumstances in respect of which there is, or there ; ;might be perceived, a conflict of interest between the Company and you or any ;immediate relatives. Also you agree to immediately disclose, to the Company any such interests or circumstances which may arise during your employment.

All information regarding the affairs or business matters of the Company (and of any other relevant affiliate and/or business associate of the Company ) – concepts, working methods, client portfolios, strategies – that come to your knowledge by ;reasons of your employment is deemed to be confidential and considered a trade ;secret.
You shall be required to maintain strict confidentiality of such information and data that may come to your possession or knowledge by virtue of the engagement, useit only as may be required in the normal course of your work and shall not disclose ;or divulge any information or data, without prior consent of an authorized officer of ;the Company.
You shall at all times keep the details of your salary and employment benefits at he Company strictly and shall not disclose such details to any other person within the Company.
You shall use the Company name, Logos trademarks or other identifiers strictly in the manner permitted by the Company policies or for the purposes of provision of Services delegated to you to the extent required.
You shall at all times. Whether during or the termination of your employment act with utmost fidelity and shall not disclose or divulge any such confidential information to third parties or make use of such information for your own benefit of ;he benefit of any third party, either during the term of your employment or thereafter.
This clause applies during the employment and continues for 24 months after expiry or termination of employment. Failure to adherence to this clause will invite legal action by the Company.

Please note that emails sent to you and by you may be monitored from time to time for the purpose of identifying any non-compliance with the Company policies or applicable laws. These emails along with attachments are considered as property of the company.
If such monitoring discloses breach of any law or Company policies, disciplinary action may follow including termination of the employment.

During the probation (including any extension), services may be terminated by either party, giving written notice to one week or payment salary in Lieu of thereof.
Post confirmation, services may be terminated by either party, giving two months notice, which comprises a non-negotiable mandatory working period of 1 month, with the remainder of the notice period being negotiable on both sides (to agree the release date salary payment in lieu of notice if any).
The Company may terminate / suspend your services at its discretion at any time immediately upon written notice to you if it has been alleged and primal facile established through preliminary internal inquiry that you have committed (i) any heinous criminal act or any offense involving moral turpitude. Examples include rape, forgery, robbery, etc. (ii) sexual harassment or (iii) other act that threatens or likely to damage the Company’s reputation.
You are required to identify and train your replacement and facilitate a successful handover/knowledge transfer. Failure to comply with the clause would be considered against the Company policy. A prior approval by the Management shall be considered as an exception to this clause through mutual settlement between both the parties.
The Company reserves the right to terminate your employment on the grounds mentioned in clause 11 below. In such an event, you will be subject to immediate dismissal and the Company will not be liable to give you pay for the notice period.The Company further reserves the right to initiate legal action as it deems fit.

If at any time during the course of your employment, it is found that you have made a false or an incomplete declaration with regard to your qualification / experience and other detail, your appointment will be treated void with immediate effect without any payment in lieu of notice period.
If at any time during the course of your employment, it is found that you have committed any act of gross misconduct or serious breach of employment terms, been guilty of conduct tending to bring yourself or the Company into disrepute, been absent for a continuous period of 10 days without approval/information, indulged in policy violation/fraud/financial irregularities and/or been found to demonstrate unsatisfactory job performance your services will be terminated and ; ;you shall not be entitled to any notice period or payment in lieu thereof.

You will be entitled to Casual/Sick Leaves: National/Festival holidays as stipulated by law/company policy, in a calendar year. The same may be changed from time to time in accordance with changes in law and/or company policy.

The company shall reimburse all your reasonable expenses incurred in the performance of your duties as specified above upon submission of receipts. The laid down claims procedure must be followed you will be entitled for reimbursement of mobile phone expenses on actual per company policy.

During your employment or in the event of any termination the Company is entitled to deduct any amount due from you to the Company from actual total compensation including but not limited to:

Any debt or advance for the time being owed by you to the Company
Any deduction related to leave or holiday taken in excess of entitlement as at the date of termination of employment: and
Any deduction with respect to expenses incurred by the Company or the cost of repairing damage to the Company’s property caused by you (and of recovering the same).

Return of Company Property

You shall promptly upon request by the Company and in any event upon the expiry or termination of your employment return and surrender to Company laptop and other assigned assets, all such confidential information including without limitation, data , information, files, books, magazines, reports, documents, manuals, any knowledge database in whatever form including but not limited to electronically held data that concerns the business of the Company which may have been prepared by you or come into your possession custody or control in the course of your employment.
You shall not keep any copies of these items in any form whatsoever.
Violation of this clause may invite legal action.

For a period of 2 year thereafter (except with the written approval of the Company)you will not solicit business in competition with the Company nor pass information to a third party that may result in the same effect from any other organization which is at the data of separation a client or a prospect with which negotiations are underway neither will you in competition offer or supply products or services which compete directly with those products or services offered by the Company.
You agree that for a period of 1 year after your separation from the Company you will not endeavor to solicit or entice away any person who is an employee of the Company or who was in its employment up to 6 months preceding your severance.
Under the Sexual Harassment Prevention Act. 2013, sexual harassment is Considered as misconduct. The Consequences of such misconduct can be apart from deduction of wages, termination of employment or transfer to another location.
Your appointment is contingent upon Medical Fitness Certificate satisfactory reference background checks, including verification of your application materials education and employment history. Your employment is also contingent upon your ability to work for the Company without restriction (i.e. you do not have any non- ;competes obligation or other restrictive clauses with any previous employer).
You will be governed by the Company policies during the course of your employment. It will be obligatory on your part to ensure compliance to the applicable statuses, regulations and requirements laid down by the Company and other regulatory and statutory bodies. Violation of the terms and conditions ;mentioned herein would attract disciplinary and/or legal action, including immediate termination.
The Company reserves the right to amend the policies from time to time. You are advised to keep yourself updated on these policies and abide by the same.>

Signature

HR Manager

Date (___________)

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Letter of Appointment Letter for Manager

Free Sample Template for Example for Quick Use Word & PDF Format

Date____________

REF : DEL/ _______ / 20___-___

Name of the employee

Address ____________

___________________

Dear Sir/Madam,

Sub: Appointment as Sales Manager (DESIGNATION)

It has been decided to appoint you in the post of Sales Manager (at the basic of Rs.______/- p.m. on the following terms and conditions:

1) Basic Pay: Your starting basic pay will be fixed at Rs. _____/- per month in the pay scale of − Rs_________.

2) Allowances:

a)House Allowance: Payable at the rate of _____% of the basic pay.

b)Children Educational Allowance − Rs.________ /- per month.

c)Meal/Lunch Subsidy − Rs.________/- per day (For the number of days present)

d)One gift/ gift voucher (not convertible into cash) per year for value not exceeding Rs.________/-.

e)Professional Up gradation Allowance Rs ________/- per year.

f)LTC/LFC Rs. ________ /- per year.

g)Mobile Telephone − Payment of rent and usage for the official calls with a facility for one additional local number of choice which will be paid by the company on submission of bills in the manner as may be required by the company or Rs. _______/- towards prepaid card facility.

3) Provident Fund:You will be required to contribute to the Provident Fund in accordance with the Provident Fund Regulations, in force in accordance with the Employees´ Provident Fund and Miscellaneous Provisions Act, 1952. The rate of your contribution is 12% of the basic pay presently.

4)Probation and Confirmation: You will be on probation for a period of six months (extendable upto one year at the discretion of the Company) from the date of your appointment. You will be considered for confirmation in the Company´s service if the Company is satisfied with reference to your overall work/performance and conduct during the period of probation. During the first month of your probationary period, you shall be liable to be discharged without assigning any reasons at one day´s notice or pay in lieu thereof and thereafter at one month´s notice or pay in lieu thereof from either side.

5)Posting and Liability for Transfer: Initially you shall report for appointment at Mumbai and thereafter your place of posting would be decided based on the need of the Company. Your services in the Company are transferable anywhere in India/ abroad and you shall serve the Company and all the conditions of your employment with your employment in the company in its business in such capacity and at such place as you may from time to time be directed.

6)You will be governed by the Company´s Rules relating to conduct, discipline and all the conditions of employment etc. that are applicable or may become applicable from time to time to the employees of the Company.

7)You should produce sufficient proof of date of birth and educational qualifications (i.e. original mark lists & certificates along with photo copies thereof).

8)This appointment is subject to you being medically found fit for the aforesaid appointment by the Company for which you will have to undergo a medical checkup as decided by the Company and the decision of the Company on the Name of the Doctor/ Venue and the medical report will be final. A separate communication is being sent to you by the undersigned.

9)Your continuation of appointment will be subject to your furnishing such other information as the Company may require from time to time and subject to your services being acceptable in the light of the information furnished and documents provided from time to time.

10)If any declaration, statement or information given by you is at any time found to be false or untrue, or if any material information is suppressed, your services are liable to be terminated forthwith without any notice or compensation in lieu thereof.

11)If after you join the Company´s service, it comes to the notice of the Company that you had prior to joining the Company´s services committed any act of misconduct, your services are liable to be terminated forthwith without any notice or compensation in lieu thereof, or if your services are not so terminated, you shall be liable to disciplinary measures and any penalty that may be imposed by the Management.

12)No traveling allowance will be paid to you on account of your journey undertaken for joining the services of the company for this appointment.

13)Be it clearly understood that no benefit of past service or any other similar benefit of any previous employment, in whatever form & manner it may be, shall be available to you in this employment being offered pursuant to this letter.

If the above terms and conditions are acceptable to you, please return the duplicate of this letter duly signed in token of your acknowledgement and having accepted all the terms and conditions mentioned herein. You are also advised to report for appointment at the Company´s Office address not later than _______(DATE).

If we do not receive your acceptance on this letter of appointment before __________(DATE OF JOINING), it will be construed that you are not interested in accepting this offer and the same shall stand automatically withdrawn, without any further reference to you. Similarly, if you do not report for duty by the aforesaid date _________(DATE OF JOINING), it will be construed that you are not interested in accepting this offer and the same shall stand automatically withdrawn, without any further reference to you.

I wish you all the very best and wish all success in your tenure with the company.

Thanking you

Signature

Name

Designation

(HR & ADMIN.)

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Appointment Letter Management Trainee

Sample Template for Example

Date: ___________

Name of the employee

Address_____________

first employee="" name="" of=""

Further to the interview you had with us, we are pleased to appoint you as ________ Trainee in our Company. The terms and conditions governing your training are given below:-

1. Training period

You will be on training for a period of 12 months effective date of starting of this program, which will be indicated to you.

2. Consolidated Stipend

A sum of Rs. _________/- (Rupees _____________ only) per month will be paid to you as stipend. You will not be entitled to any other benefits, apart from the above.

3. Notice period during training

The Company reserves the right to terminate services of trainees on grounds of misconduct or breach of the terms and conditions of the Undertaking to be furnished by the trainee as per clause 6 of this letter and / or violation of any rules and regulations or standing orders of the Company by giving seven calendar days notice or upon payment of stipend in lieu thereof.

4. Posting

Initially you will be posted at _______. However during this period of training, you can be transferred to any other department/division of the company, anywhere in India or overseas. You may also be assigned such other duties as may be (Organization Name) at the discretion of the management, in any branch or office of the company and/or its subsidiaries or associate companies.

5. You will be required to sign an Undertaking-cum-Indemnity Bond / Agreement on joining.

6. This appointment is subject to:

a. Your having secured a certificate of completion as declared by your Institution / University.

b. Your being examined & found medically fit. (Please have yourself medically examined by a general physician, as per the standard examination list enclosed and if referred further by any specialist. The same would have to be filled in and certified by the physician and sent to us directly by _____ (date). The fees incurred for the same would be reimbursed on you joining).

7. Your performance will be reviewed periodically during the training period. If your performance does not meet with the requirements of the training program, your training period would be extended by a maximum of six months with an interim review after three months.

8. On successful completion of training, based on your performance during and at the end of the training period, you will be confirmed in the services of the Company in the appropriate cadre depending on suitable openings.

9. You are required to maintain the highest order of discipline and secrecy as regards the work of the company and/or its subsidiaries or associate companies and in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You will also be required to sign the Secrecy Agreement on your joining.

10. You will also be governed by the standard terms and conditions applicable to the managerial cadre of the company as existing now and as may be amended from time to time.

11. Should there be a need for any modification in one or more benefits extended to you through this letter, by way of enactment of any law by the appropriate State/Central Government, you would be entitled to the higher of the benefit(s) but not both.

12. This appointment has been made based on the information furnished in your application for employment and subsequent interviews. If, at any time in future, it comes to light that any of the information is incorrect or any relevant information has been withheld, then your employment is liable to be terminated without notice.

13. Your appointment is with effect from __________

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us. Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Regards

Name of the Business Leader

Designation

Company

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Sample Letter Of Appointment

For Senior/Middle/Junior Management

Use this Template for Example - Free to Download in Word & PDF Format

Date: _________

Name of the employee

Address_____________

Dear (First name of the employee),

This has reference to the discussions you had with us. We are pleased to offer you the position of “_________________” at level ___________in the management cadre of our Company, on the following terms and conditions:

Basic Salary: Rs. _________/- (Rupees ______ only) per annum. You will be entitled to further review of your compensation as per the company practice. This will be linked to your performance and will be at the discretion of the management.

2. H.R.A. / Accommodation: 60% of your basic salary will be paid to you as house rent allowance. If you are provided a company accommodation, the same will be regulated by the relevant policy, for which you may refer our Company Leased Accommodation (C.L.A.) policy on our ___________ site.

3. Special Allowance: Rs. _________/- (Rupees ______ only) per annum.

4. Food Coupons: You will be entitled to food coupons worth Rs. _____/- per month. You may choose to opt out of this, for which you need to indicate your choice to your HR manager. For details where these coupons are applicable, you may refer our directory on our_______site.

5. Leave Travel Assistance: Rs. ___________/-(Rupees _______ only) per annum for each completed year of service as per the rules, payable on a yearly basis.

6. Domiciliary Medical Expenses: Rs. __________ (Rupees ________ only) per annum for each completed year of service as per the rules, payable on a monthly basis.

7. Hospitalization: You would be covered under the Company´s Hospitalization scheme. For details you may refer our Hospitalization policy on our ________site.

8. Provident Fund: The Company will contribute 12% of your basic salary towards Provident Fund. Similar deduction will be made from your salary.

9. Superannuation: If you indicate specific desire to do so, the Company will contribute 15 % of your basic salary per annum towards superannuation fund till you attain the age of 58 years. The benefits of this contribution will be made applicable to you, totally in accordance with the terms of the scheme. Please refer to Mr. _______ for further information on our Company Superannuation Program.

10. Gratuity: You will be entitled to an equivalent of 15 days of your last salary drawn for every completed year of service as per the terms of the scheme, subject to a maximum of Rs._________/- (Eligibility after 5 years of completed service).

11. Corporate Attire: You will have a choice to select corporate attire worth Rs. ________/- from the options provided by the Company every year. If you indicate your desire to opt for this scheme, the Company will contribute 50% of this amount and the balance will be deducted from your salary. For more details, you can refer our Corporate Attire Policy on our _________site.

12. a) This order of appointment can be terminated on either side by giving three months´ notice or payment of salary (basic) in lieu thereof.

b) The Company reserves the right to terminate your services without assigning any specific reason whatsoever for such termination by giving you a 3 months´ notice in writing or an equivalent of three months´ salary in lieu thereof.

c) The Company also reserves the right to terminate your services without any notice or salary in lieu thereof on the grounds of misconduct, or even in the case of reasonable suspicion of misconduct, disloyalty, commission of any act involving moral turpitude, or any act of indiscipline or inefficiency or for loss of confidence.

13. Initially, you will be posted at ___________ and report to ___________or any other person nominated by the company. However, your services could be transferred to any other Departments / Divisions / Factories of the Company, anywhere in India. Notwithstanding your initial appointment in this Company, your services may be assigned by the Company to any other Company of the (Organization Name) Group. You may also be assigned such other duties as may become (Organization Name) at the discretion of the Management in any Branch or Office of the Company and/or its subsidiaries or to any of its other Associate Companies.

14. This appointment is subject to your being medically examined and found fit. The Management has the right to get you medically examined by any qualified medical practitioner during the tenure of your service. In case you are found medically unfit to continue with the assignment for which you have been employed, you will lose your lien on the job.

15. This appointment is also subject to a satisfactory report from your former employers, based on the references given by you.

16. You will automatically retire from the service of the Company on attaining the superannuating age of 58 years. You will be expected to provide acceptable evidence of your date of birth at the time of joining the company.

17. All other standard and general rules, practices and policies of the Company as existing now and which may be amended from time to time will be applicable to you and you will be expected to abide by the same.

18. In the event of the State/Central Government enacting any law conferring the same or similar benefits as extended to you under this letter, you would be entitled to such benefits which are more beneficial of the two, but not both. This shall be at the discretion of the management.

19. You are required at all times to maintain the highest order of discipline and secrecy as regards the work of the Company and/or its Subsidiaries or Associate Companies, in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You are also required to sign the Secrecy Agreement upon your joining. All inventions, improvements, discoveries made by you either alone or with other persons, will become the sole property of the company. You will ensure that patent protections are obtained for such inventions/improvements and discoveries in India or elsewhere and assign the same to the company.

20. You are required to devote your total attention and abilities exclusively for the business of the Company. You will respect, obey and conform to all the regulations from time to time framed and issued by the Company and made applicable to you. You shall not, while in the employment of the Company, be engaged in any other employment, conduct business whatsoever or hold any office of profit or accept any other emoluments without previous consent in writing of the Company. Breach of this condition could lead to immediate termination without notice.

21. During the course of your employment and if the nature of your business so requires, the Company may send you for specialized training within India or overseas in order to enable you to perform more effectively. In such an event you will be required to execute a training bond with the Company.

22. This offer of employment is based on the information furnished in your application for employment. If, at any time in future, it comes to the knowledge of the management that any of this information is incorrect or any relevant information has been withheld then your employment based on this letter of appointment is liable to be terminated without notice or any compensation in lieu thereof.

23. The emoluments/benefits due to you will be liable/subject to tax in accordance with the provisions of the Income Tax Act and Rules made there under as also other applicable laws, if any, as may be in force from time to time.

24. The Company lays emphasis on all statutory compliance and you should ensure compliance with various statutes in your area of operations including Insider Trading Regulations.

25. Your appointment is with effect from the date of joining, which should in any case be not later than ___________.

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards

Name of the Business Leader

Designation

Company

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Letter Of Appointment for Advisor / Consultants

Sample Template

Date _________

Name of the employee

Address____________

Dear (First name),

With reference to the discussions you have had with us, we are pleased to appoint you as “_______” for our Group companies on the following terms and conditions:

1. You will be paid a consolidated amount of Rs._______ (Rupees _______only) per annum.

2. The above consolidated amount will consist of the following:

a) Rs. _________ per annul as fixed pay, and

b) Rs. _________ per annul as variable pay which is linked to your performance and that of the company.

3. This appointment is for a period of two years effective date of your joining and may be renewed on a mutual basis. This arrangement is with effect from _______ and will be valid for a period of _______years/s.

4. In this capacity, you will be located at ____ and will report to _______ or any other person nominated by the company. However, your services could be transferred to any other Departments/Divisions of the Company. Notwithstanding your appointment in this company, your services could be reassigned to any other company of the (Organization Name) Group.

5. You may also be assigned such other duties as may become nec (Organization Name) at the discretion of the Management in any Branch or office of the Company and/ or its Subsidiaries or Associate Companies.

6. You will be eligible for 18 days leave pro-rated per calendar year. However, leave will be allowed subject to exigencies of work.

7. You will be provided comprehensive Accident/ Medical Health Insurance for your and your spouse.

8. It is clarified that in addition to the above, you will not be entitled to any other benefits.

9. This appointment can be terminated by giving three-month notice on either side or payment in lieu of shortfall in this notice period.

10. You shall observe all rules and regulations of the company.

11. During the tenure of the assignment with the company, you will not engage yourself in any other assignments or gainful employment without consent of the management.

12. You are required to maintain the highest order of secrecy with regards to the work or confidential information of the Company and/ or its subsidiaries or Associate Companies and in case of any breach of trust, your appointment may be terminated by the Company without any notice.

13. The Company lays emphasis on all statutory compliance and your should ensure compliance with various statues in your area of operations.

Kindly sign a copy of this letter in acceptance of the above mentioned terms and conditions and return the same for our records.

Regards

Name of Business Head

Designation

Company

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Frequently Asked Questions of Letter of Appointment

Que:
What should be included in an appointment letter format?
Ans:
An ideal appointment letter format should include the job title, employment type, salary structure, benefits, working hours, reporting manager, company policies, and confidentiality terms.
Que:
How do I write an appointment letter?
Ans:
To write an appointment letter, use a professional format on your company letterhead. Include a greeting, offer confirmation, job details, terms and conditions, and a closing with a signature section.
Que:
Is it necessary to issue an appointment letter on company letterhead?
Ans:
Yes, to maintain professionalism and legal validity, an appointment letter should be printed on the official company letterhead and signed by an authorized person.
Que:
What is a Letter of Appointment?
Ans:
A Letter of Appointment is a formal document issued by an employer to confirm the selection of a candidate for a specific role. It outlines the terms and conditions of employment, including job responsibilities, compensation, and other relevant details.

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