Starting a new job is an exciting time filled with promise and possibility.
As an employer, one of the first official communications you’ll have with your new hire is the appointment letter.
This crucial document not only conveys the job offer but also outlines key details about the position.
Getting it right sets a positive tone for the employment relationship from day one.
In this article, we’ll share 20 sample appointment letters covering various scenarios.
Whether you’re hiring for a full-time role, part-time position, internship, or contract gig, you’ll find a template to work from.
We’ll also provide some tips on making your appointment letters professional, warm, and crystal clear.
Sound good? Let’s get started.
Sample Letters of Appointment for Employee
Before we dive into the templates, here’s a quick overview of the essential elements every strong appointment letter should include:
- Job title and description
- Start date
- Compensation
- Benefits
- Work schedule
- Reporting structure
- At-will employment disclaimer
- Next steps and action items
With those key points in mind, let’s explore some sample appointment letters for different types of roles and situations you may encounter.
Letter 1: Full-Time Permanent Position
Subject: Appointment Letter – [Job Title]
Dear [Candidate Name],
We are pleased to offer you the full-time position of [Job Title] at [Company Name] starting on [start date]. Your skills and experience impressed us during the interview process, and we believe you will be a great addition to our team.
In this role, you will be responsible for [brief description of key job duties]. You will report directly to [Manager/Supervisor Name], [Manager/Supervisor Title].
Your starting salary will be [salary] per [year/month], paid out [pay frequency]. As a full-time employee, you are also eligible for our comprehensive benefits package, which includes [brief description of benefits].
This is an at-will position, meaning either party can terminate the employment relationship at any time, with or without cause. Please indicate your acceptance of this offer by signing and returning this letter by [acceptance deadline].
Congratulations and welcome to the team! We look forward to working with you.
Best regards,
[Your Name]
[Your Title]
Letter 2: Part-Time Hourly Position
Subject: Appointment Letter – Part-Time [Job Title]
Dear [Candidate Name],
We are delighted to extend an offer for the part-time position of [Job Title] at [Company Name]. Your passion for [relevant skill/trait] and [relevant experience] make you an excellent fit for our organization.
In this role, you will [brief description of key job duties]. You will work approximately [number of hours] per week, with your specific schedule to be determined by your supervisor, [Supervisor Name].
Your hourly rate will be [hourly rate], paid out [pay frequency]. As a part-time team member, you may be eligible for some of our employee benefits, including [brief description of part-time benefits, if applicable].
Please confirm your acceptance of this position by signing and returning this letter by [acceptance deadline]. We can’t wait for you to join us in [start month]!
Warm regards,
[Your Name]
[Your Title]
Letter 3: Contract Position
Subject: Appointment Letter – Contract [Job Title]
Dear [Candidate Name],
[Company Name] is excited to offer you the contract position of [Job Title]. We were impressed by your accomplishments in [relevant area] and are confident you will deliver great results during your time with us.
The key terms of your contract are as follows:
– Start Date: [start date]
– End Date: [end date]
– Scope of Work: [high-level overview of contract job duties/projects]
– Compensation: [pay rate and frequency]
This is a contract role and does not constitute an employer-employee relationship. You will be responsible for any taxes on the income you receive. The contract may be terminated by either party with [notice period] written notice.
To accept the position, please sign and return one copy of this letter by [acceptance deadline]. Feel free to reach out with any questions!
We appreciate you choosing to share your talents with our company.
Regards,
[Your Name]
[Your Title]
Letter 4: Internship
Subject: Appointment Letter – [Season/Semester] Internship
Dear [Candidate Name],
Congratulations! We are thrilled to invite you to join the [Company Name] team as our [Job Title] intern for [Season/Semester].
During your internship from [start date] to [end date], you will have the opportunity to [brief description of internship experience/job duties]. You will be collaborating closely with the [Department Name] department, under the guidance of [Supervisor Name].
This is a [paid/unpaid] internship. [If paid, include compensation details. If unpaid, reiterate the value of experience]. As an intern, you will be invited to participate in our lunch and learns, social events, and other development opportunities.
To confirm your spot in our internship program, please sign and return this letter by [acceptance deadline]. We’re so excited to support your career growth and development this [Season/Semester]!
Cheers,
[Your Name]
[Your Title]
Letter 5: Executive Role
Subject: Appointment Letter – [Executive Job Title]
Dear [Candidate Name],
On behalf of the [Company Name] Board of Directors, I am thrilled to offer you the position of [Executive Job Title]. We unanimously agreed that your track record of [key accomplishments] and expertise in [relevant areas] make you the ideal leader for our organization.
In this executive role, you will be responsible for [brief description of high-level job duties], reporting directly to the [Board of Directors/CEO]. Your strategic vision and ability to [key skill] will be instrumental in guiding [Company Name] to achieve our [key goal/mission].
Your starting salary will be [salary] per year, with a performance bonus of up to [bonus percentage] based on [metric]. As an executive, you will also receive [brief description of executive benefits/perks].
Please indicate your acceptance of this offer by signing and returning the enclosed employment agreement by [acceptance deadline]. We are honored to have you lead our company into its next chapter of growth and success.
Sincerely,
[Board Chair Name]
Chair, Board of Directors
[Company Name]
Letter 6: Sales Position
Subject: Appointment Letter – [Sales Job Title]
Dear [Candidate Name],
Get ready to make your mark at [Company Name]! We are excited to offer you the position of [Sales Job Title], starting [start date].
As our new [Sales Job Title], you will be responsible for [brief description of key job duties], with a focus on [key sales metric/goal]. Your talent for [relevant sales skill], combined with your passion for our [product/service], make you a perfect fit for our dynamic sales team.
Your starting salary will be [base salary] per [month/year], with uncapped commissions based on [commission structure]. You will also be eligible for our comprehensive benefits package and enjoy perks such as [sales team perks/benefits].
To accept the position, please sign and return this letter by [acceptance deadline]. Get ready to crush your quotas – we can’t wait to see you in action!
Cheers to your success,
[Your Name]
[Your Title]
Letter 7: Remote Position
Subject: Appointment Letter – Remote [Job Title]
Dear [Candidate Name],
We are delighted to invite you to join the [Company Name] team as our remote [Job Title]. Your impressive work in [relevant area/skill] convinced us you would thrive in this role, even from afar.
As a remote team member, you will [brief description of key job duties], collaborating virtually with your colleagues via [collaboration tools]. You will report to [Supervisor Name], who will provide regular feedback and guidance via [communication methods].
Your salary will be [salary] per [pay period], with eligibility for our full benefits package. We are happy to provide you with [remote work equipment/stipend] to ensure you have everything you need to be successful working remotely.
To join our virtual team, please sign and return this letter by [acceptance deadline], along with the attached remote work agreement. We look forward to working with you and seeing your impact, no matter where you log in from.
All the best,
[Your Name]
[Your Title]
Letter 8: Promotion
Subject: Appointment Letter – Promotion to [New Job Title]
Dear [Employee Name],
Congratulations! In recognition of your outstanding performance and contributions to [Company Name], we are thrilled to offer you a promotion to [New Job Title], effective [effective date].
In your new role, you will take on additional responsibilities, including [brief description of new/expanded job duties]. Your experience [key accomplishment] and knack for [relevant skill] make you uniquely qualified to tackle these challenges and drive success for the [Department Name] department.
Along with your new title, you will receive a salary increase to [new salary] per [pay period]. Your expanded role also comes with [description of additional benefits/perks, if applicable].
Please confirm your acceptance of this promotion by signing and returning this letter by [acceptance deadline]. Your hard work and dedication have been instrumental to our team, and we can’t wait to see what you accomplish next.
Warmest congratulations,
[Your Name]
[Your Title]
Letter 9: Management Role
Subject: Appointment Letter – [Management Job Title]
Dear [Candidate Name],
We are thrilled to offer you the position of [Management Job Title] at [Company Name]. Your proven track record of [key accomplishments] and gift for [key management skill] make you the ideal candidate to lead our [Department Name] team.
As [Management Job Title], you will be responsible for [brief description of key job duties], overseeing a team of [number of direct reports], and reporting to [Supervisor Name]. Your vision and guidance will be crucial in helping us achieve our goals of [key departmental goals].
Your starting salary will be [salary] per year, with eligibility for our management bonus program. You will also receive [description of additional management benefits/perks].
Please indicate your acceptance of this management role by signing and returning this letter by [acceptance deadline]. We have the utmost confidence in your ability to inspire and empower your team to reach new heights.
Sincerely,
[Your Name]
[Your Title]
Letter 10: Transfer
Subject: Appointment Letter – Internal Transfer to [New Job Title]
Dear [Employee Name],
Thank you for your interest in taking on new challenges within our organization. We are pleased to offer you an internal transfer to the position of [New Job Title] in the [New Department Name], effective [transfer date].
In this new role, you will be responsible for [brief description of key job duties], utilizing your skills in [relevant skills] to [key goals/objectives]. You will be reporting to [New Supervisor Name] and collaborating closely with your new colleagues in [New Department Name].
Your salary and benefits will remain the same. [If applicable, include details of any changes to compensation or benefits]. We will work with you to ensure a smooth transition and provide any necessary training to set you up for success.
To finalize your transfer, please sign and return this letter by [acceptance deadline]. We are excited to see you apply your talents in a new capacity and appreciate your commitment to growing with [Company Name].
Best wishes,
[Your Name]
[Your Title]
Letter 11: Temporary/Seasonal Position
Subject: Appointment Letter – Temporary [Job Title]
Dear [Candidate Name],
We are pleased to offer you the temporary position of [Job Title] at [Company Name] for the [season/period]. Your [relevant skills/experience] will be a valuable asset to our team during this busy time.
Your key responsibilities will include [brief description of key job duties], working closely with the [Department Name] department. The temporary assignment will begin on [start date] and is expected to conclude on [end date], subject to change based on business needs.
Your hourly rate will be [hourly rate], with the potential for overtime when necessary. As a temporary employee, you will not be eligible for benefits but will accrue sick leave per state regulations.
To join us for this [season/period], please sign and return this letter by [acceptance deadline]. We appreciate your flexibility and look forward to working with you!
Regards,
[Your Name]
[Your Title]
Letter 12: On-Call Position
Subject: Appointment Letter – On-Call [Job Title]
Dear [Candidate Name],
We are excited to offer you the on-call position of [Job Title] at [Company Name]. Your willingness to provide [key skill/service] on an as-needed basis will help ensure we can always deliver exceptional service to our [customers/clients].
As an on-call [Job Title], you will be responsible for [brief description of key job duties] when called upon. Shifts will be scheduled [frequency/periods] based on business needs and your availability.
Your hourly rate will be [hourly rate], with a minimum of [minimum hours] per shift. You will also receive an on-call stipend of [stipend amount] for each [period] you are on call.
Please indicate your acceptance of this on-call position by signing and returning this letter by [acceptance deadline]. We appreciate your flexibility and commitment to being there when we need you most.
Best,
[Your Name]
[Your Title]
Letter 13: Job Sharing Position
Subject: Appointment Letter – [Job Title] (Job Sharing)
Dear [Candidate Names],
[Company Name] is delighted to offer you a shared appointment for the position of [Job Title]. We believe your complementary skills and experience make you an ideal pair to collaborate in this role.
Together, you will be responsible for [brief description of key job duties], each working [number of hours/days] per week. [Candidate 1 Name] will work [specific days/hours], while [Candidate 2 Name] will work [specific days/hours], collectively fulfilling the responsibilities of the [Job Title] role.
You will each receive a salary of [salary] per [pay period], prorated to reflect your part-time schedules. As job-sharing partners, you will be eligible for [description of benefits/perks].
Please indicate your acceptance of this job-sharing arrangement by each signing and returning a copy of this letter by [acceptance deadline]. We are excited to see your successful collaboration in action!
All the best,
[Your Name]
[Your Title]
Letter 14: Volunteer Position
Subject: Appointment Letter – Volunteer [Job Title]
Dear [Candidate Name],
[Organization Name] is thrilled to invite you to join our team as a volunteer [Job Title]. We were inspired by your passion for [organization mission/cause] and believe your skills in [relevant skills] will make a meaningful impact.
As a volunteer [Job Title], you will [brief description of key responsibilities], working closely with our [Department Name] staff. We ask that you commit to volunteering for [number of hours] per [week/month] for a minimum of [period].
Although this is an unpaid position, we are committed to ensuring you find your volunteer experience rewarding. You will receive [description of volunteer benefits/perks] and the opportunity to build your skills in [relevant areas].
To confirm your spot on our volunteer team, please sign and return this letter by [acceptance deadline]. Thank you for generously sharing your time and talents with [Organization Name] – we can’t wait to work alongside you to [organization mission/impact].
With gratitude,
[Your Name]
[Your Title]
Letter 15: Board Member Appointment
Subject: Board Appointment Letter – [Organization Name]
Dear [Candidate Name],
On behalf of the [Organization Name] Board of Directors, I am honored to invite you to join our board as a [Board Member Title/Type]. Your extensive experience in [relevant areas] and deep commitment to [organization mission/cause] make you an exceptional candidate to help guide our organization’s strategic direction.
As a board member, your key responsibilities will include [brief description of board member duties], in addition to attending [meeting frequency] board meetings and participating in [committee/task force names].
Your [length of term]-year term will begin on [start date] and conclude on [end date]. While board members are not compensated, we will reimburse reasonable expenses incurred while carrying out your board duties.
Please indicate your acceptance of this board appointment by signing and returning the enclosed board member agreement by [acceptance deadline]. We are privileged to have you lend your expertise and passion to our mission of [organization mission/impact].
Sincerely, [Board Chair Name]
Chair,
Board of Directors
[Organization Name]
Letter 16: Commission-Only Position
Subject: Appointment Letter – Commission-Only [Job Title]
Dear [Candidate Name],
[Company Name] is excited to offer you the commission-only position of [Job Title]. We believe your drive, talent for [relevant skill], and passion for our [products/services] make you an ideal fit for this entrepreneurial role.
As a commission-only [Job Title], you will be responsible for [brief description of key job duties], with your earnings directly tied to your sales performance. You will receive a commission of [commission percentage] on all [sales/revenue generated], with uncapped earning potential.
While this position does not include a base salary or company benefits, you will have the freedom and flexibility to manage your schedule and grow your business within our organization. We will provide [description of training/resources/support] to help you succeed.
To accept this commission-only opportunity, please sign and return this letter by [acceptance deadline]. We are confident you have what it takes to thrive in this dynamic role and can’t wait to see you excel.
To your success,
[Your Name]
[Your Title]
Letter 17: Piece-Rate Position
Subject: Appointment Letter – Piece-Rate [Job Title]
Dear [Candidate Name],
We are pleased to offer you the piece-rate position of [Job Title] at [Company Name]. Your [relevant skills/experience] and ability to [key requirement] make you a strong match for this production-based role.
As a piece-rate [Job Title], you will be responsible for [brief description of key job duties], with your earnings based on the number of [units/pieces] you [produce/process]. You will receive [rate] per [unit/piece], with the opportunity to increase your earnings by [production incentive/bonus details].
Your hours will be [work schedule], with the potential for additional shifts based on production needs. As a piece-rate employee, you will be eligible for [description of applicable benefits].
To join our production team, please sign and return this letter by [acceptance deadline]. We look forward to having you make your mark on our [products/output]!
Best regards,
[Your Name]
[Your Title]
Letter 18: Probationary Period
Subject: Appointment Letter – [Job Title] (Probationary Period)
Dear [Candidate Name],
We are delighted to conditionally offer you the position of [Job Title] at [Company Name], subject to the successful completion of a [length of probationary period] probationary period. Your skills and experience in [relevant areas] make you a promising addition to our team.
During your probationary period, you will be responsible for [brief description of key job duties], working closely with your supervisor to learn the ropes and demonstrate your abilities. Your performance will be evaluated [frequency] to ensure you are meeting the requirements of the role.
Your starting salary will be [salary] per [pay period], with eligibility for our standard benefits package. Upon successful completion of the probationary period, your appointment will be confirmed as a regular employee.
Please confirm your acceptance of this conditional offer by signing and returning this letter by [acceptance deadline]. We are excited to see your potential in action and look forward to guiding your growth within our organization.
Warm regards,
[Your Name]
[Your Title]
Letter 19: Apprenticeship/Trainee Position
Subject: Appointment Letter – [Trade/Field] Apprentice
Dear [Candidate Name],
[Company Name] is thrilled to offer you a position in our [Trade/Field] apprenticeship program. We were impressed by your eagerness to learn and believe you have the potential to excel in the [Trade/Field] under the guidance of our skilled craftspeople.
During your [length of apprenticeship] apprenticeship, you will receive on-the-job training and mentorship to master the skills of a [Trade/Field]. You will work alongside experienced [Tradespersons/Mentors], gradually taking on more responsibility as your skills grow.
As an apprentice, you will earn [hourly rate/salary] per [pay period], with regular performance and wage reviews. Upon successful completion of the apprenticeship program, you will be qualified as a [Trade/Field] and eligible for full-time employment with [Company Name].
Please confirm your commitment to your [Trade/Field] journey by signing and returning this letter by [acceptance deadline]. We are excited to invest in your future and help you build a rewarding career in [Trade/Field].
Best wishes,
[Your Name]
[Your Title]
Letter 20: Union Position
Subject: Appointment Letter – [Job Title] (Union Position)
Dear [Candidate Name],
We are pleased to offer you the union position of [Job Title] at [Company Name]. Your skills and experience make you a valuable addition to our team and our partners at [Union Name].
In this role, you will be responsible for [brief description of key job duties], by the collective bargaining agreement between [Company Name] and [Union Name]. You will report to [Supervisor Name] and be a member of the [bargaining unit].
Your starting wage will be [hourly rate/salary] per [pay period], with benefits and working conditions as outlined in the [Union Name] contract. You will also be required to pay union dues of [amount/percentage].
Please indicate your acceptance of this union position by signing and returning this letter, along with your completed union membership application, by [acceptance deadline]. We look forward to you joining our team and benefiting from the representation and support of [Union Name].
In solidarity,
[Your Name]
[Your Title]
Wrapping Up Appointment Letters
Crafting clear, welcoming appointment letters is a small but important part of creating an exceptional employee experience.
By outlining the essential details of the role and expressing enthusiasm for your new team member, you set the stage for a successful working relationship.
Use the sample appointment letters in this article as a starting point, but don’t be afraid to inject your company’s unique personality into the language.
The most impactful appointment letters balance professionalism and warmth, leaving your new hires feeling informed, excited, and valued before they even step through the office door.