Simple Private Company Appointment Letters in Word Free Download

Appointment letter is a legal document that consists of the details of an employee such as job role, salary details and organization terms and conditions. Employees have to accept all terms and conditions of the employer by signing the appointment letter.

 A signed copy of your appointment letter should be kept in the HR department. And you should also keep your appointment letter with you for any future reference.

How to Write a Simple Appointment Letter

  1. Appointment letters should be printed on the company letter, if it has multiple pages, then the first page should be printed on the company letterhead.
  2. Write the name of the employee to which you are issuing the offer letter, and mention the date on which you are issuing the offer letter.
  3. Write the designation of the employee and the department in which he/she is going to be worked.
  4. Mention other details such as compensation, probation period, location of the work, leaves, notice period details, and any other company policies.
  5. Finally, take the signature of the employee and keep one original with the HR department and give a copy to the employee.

Here you can find some simple readymade appointment letters in Word & PDF formats which can be used for any private company.

Appointment Letter Format 1

Employee name.                                                                              Date:


of the employee.

Dear Mr./Mrs.____________,

On behalf of ___________________ (company name), it is my pleasure to confirm an appointment with our organization as “________________”. (designation)

Compensation: Your total CTC Rs________/-  (annual CTC amount) payable in monthly instalments and will be subject to statutory and other deductions as per company policy.

Probation Period: There will be an initial probation period of six months from the date of employment, which may be extended by ________(company name) at its discretion.

Working Hours: The working hours are going to be from ____ Am to _______PM. The company works typically Six days a week. You will be expected to work in the shift assigned to you by your supervisors. You will be required to work Six days a week and your weekly off may not necessarily be on Sunday.

Leaves: You will be entitled to get 15 annual leaves and 12 casual leaves every year. All leave requests must be submitted to your supervisor in writing prior to the period of time requested.

Place of employment: Your initial place of employment will be ________ (location name). However, based on the needs of the company you may be transferred to any of the branches of the company.

Notice Period: You are required to provide a notice period of 90 days. Company may accept the resignation immediately or in a time period of less than 1 month to 3 months based on the priorities.

Yours truly,

 (Company Name)

Authorized Signatory.                                                                      Employee Signature.

Appointment Letter Format 2

Name of the employee,                                                                             Date: ________.

Address of the employee.

Dear Mr. / Mrs. / Ms. ______________

Sub: Letter of Appointment.

With referring to your application seeking employment with Company Name and also the subsequent interviews you had with us. We are happy to offer you employment with our organization as Accounts Executive in Grade G7.

Appointment: Your appointment as Accounts Executive commenced from ______(date) and you will be on probation for a period of six (6) months from the date of your appointment.

Salary:  Your monthly salary is Rs 25,000 /-

Place of work: Your initial place of work will be the Organization’s Unit located in Hyderabad, India. However, considering Organizational requirements, you may be transferred to any other location.

We welcome you to Company Name family and wish all success in your assignment with us. 

Yours sincerely,


Authorized Signatory

Acceptance & Declaration

I hereby acknowledge the terms and conditions of this Letter and I further confirm & declare that I shall abide by the above terms and conditions.

Employee Signature.

Appointment Letter Format 3

Employee Name,                                                                                          Date:


Appointment to the position of “_______________” (designation of the job).

With reference to your application for employment and subsequent interview with us, we are pleased to appoint you as ______________(Job designation) in our organization on the following terms and conditions.

  1. The effective date of your appointment is ________ (date of appointment).
  2. You will serve a probationary period of six months before being confirmed in your position of employment based on satisfactory performance. During this period termination of service may be at short notice of 15 days.
  3. After confirmation the employment may be terminated by either side giving notice of one month or payment equivalent to one month’s salary in lieu of notice.
  4. Your gross monthly salary will be Rs __________/- which will be subjected to the statutory deductions as per the state’s law. However, management may exercise the option to review it depending on your performance and conduct.
  5. You will be entitled to 15 days of earned leaves only after one year of the uninterrupted service. Sick and casual leaves will be treated on as it comes basis.
  6. This contract shall be deemed to be terminated at incidences of gross misconduct of the employee or underperformance during your probation period.

We heartly congratulate and welcome you to the family of ___________ (company name)

Yours truly,

For _____________ (company name),

Authorized signatory.

I have read and understood the terms and conditions stated in the appointment letter and hereby confirm my acceptance of the offer of the appointment as ___________(job designation)

Date:                                                                                                   Signature of employee

Appointment Letter Format 4

To                                                                                                                   Date:

Employee Name,

Address of employee.


Sub: Appointments of Non-Teaching Staff –regarding


Mr./Mrs./Ms. _________is appointed as ____________ (designation of the employee) in the department of ____________(department) at _____________ (Company Name, Address).  This appointment takes effect from the date of his/her joining. He shall attend to all works/duties as assigned by institutional authorities from time to time.

An annual CTC of Rs_________/- will be paid to him/her which will subject to statutory deductions as per company policy.

This appointment is governed by the service, conduct, and leave rules of the institution in force from time to time and is terminable with three months notice on either side or notice pay in lieu thereof.

He / She has to submit the certified copies of all his/her certificates relating to qualifications and previous company experience besides original relieving certificates issued by the previous institution where he worked if any should be submitted.

For the ____________ (company name),

Authorized Signatory.                                                 Employee Signature.

Appointment Letter Format 5

Employee Name,                                                                                         Date:

Address of employee.

With reference to your application for employment and subsequent interviews held at our office, we have the pleasure to inform you that the management has decided to appoint you as a _________ (job designation) on the following terms and conditions.

Compensation: You will get an annual CTC of Rs __________ /- (amount in words) the details of which is been given in the Annexure attached below.

Period of Probation: You will be on a probation period of six months from your date of appointment. Based on your performance your services will be confirmed with the company in writtten after six months.

Leaves: You will be eligible to benefits of the company’s leave rules on your confirmation in the company’s service. Absence for a continuous period of 10 days without prior approval of your supervisor will result in termination of your employment without any further notice.

Location of work: Your present place of work will be at ___________(location name), but during the course of the service, you shall be liable to be posted or transferred to anywhere to serve the company’s projects at the sole discretion of the management.

Working hours: The working hours are going to be from ___am to ___ pm. You will be required to work five days a week, and your weekly offs may not necessarily be Saturday and Sunday. The company reserve the right to change your working days and hours.

Notice Period: After confirmation of your employment notice of termination of employment will be three(3) months’ notice in writing or three (3) month’s salary in lieu of notice from either party.

We welcome you ___________(company family) and looking forward to collaborate with you.

Yours sincerely.

For the __________,

Authorized Signatory.

I hereby acknowledge receipt of this letter and accept the offer contained therein and the terms and conditions attached thereto.

Date:                                                                                                  Employee Signature.


What is a job appointment letter ?

Appointment letter is a job confirmation document issued to the employee by the employer. Appointment letter consists of the details of job position in which the employee has been appointed and important terms and conditions related to the job & organisation.

Is appointment letter and offer letter are same?

No, both are different. The offer letter will be issued to the candidates as a first step selection, once the candidate accepts the offer letter then the appointment letter will be issued. Appointment letter is more detailed when compared to an offer letter, and appointment letters have legal sanctity as well.

Is appointment letter a legal document?

Yes, appointment letter can acts a valid legal documents, if it was signed by both employee and employer.

Why do we need appointment letter?

Appointment letter is important for both employees and employers. It will act as a legal contract between employee and employer, if anyone fails to fulfill the contract terms then the opposite party can proceed legally.

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