HR Manager Should Know About Appointment Letter

The importance of business letters is a well-known fact in the corporate world. It is mainly because they serve as a formal method of communication between individuals. They not just help people/institutions to send valuable information, and news but also serve as legal proof in the long run. 

Having clear knowledge about business letters such as an offer letter vs appointment letter, etc, and knowing the exact difference between them is essential for every business role, especially HR managers. 

HR professionals play a vital role in the workplace as they are the ones who represent the entire company. That being said, it is very important for HRs to ensure that their written communication is up to scratch. With good writing skills, no HR manager will ever fail to wow people both internally and externally.

In this blog, we will discuss everything related to appointment letters you should know about.

First thing first let’s know what an appointment letter is! 

Appointment letters are used by companies to officially tell a new hire that he/she has been selected. 

Now, most people presume the appointment letter and offer letter to be the same; however, it is not true. On the contrary, the appointment letter is sent to an employee only after he/she confirms and accepts the offer letter. In essence, both letters have a different format and purpose. 

Compulsory issuance of appointment letters has always been a topic for debate. Fortunately, not anymore! In March 2020, Nirmala Sitharaman, the finance minister of India, proposed the mandatory issuance of appointment letters to every employee, even those in the unorganized sector. So, companies in India are left with no other choice but to provide their employees with an appointment letter before they join the firm. 

Key Points To Remember While Drafting Appointment Letter 

Primarily, an HR manager should never write a business letter in a rush. Doing any task in a hurry leads to inevitable errors. Now, it may be a small or unintentional mistake but when it comes to employees, they will see it as a pitfall that in turn can affect the image of the organization. In addition, using a sophisticated appointment letter format is also equally crucial. 

Take a look at some important components you should compulsorily consider in your appointment letter format: 

• Details Of Job 

From the description of the job to the exact role of the employee, every vital information related to the job should be clearly highlighted in the letter in order to make it clear to the candidate.

There are companies that interview candidates for a particular role but later see he/she as a better fit for some other position and eventually write that role in their appointment letter, that too without informing them. This is one of the most unprofessional acts a company should avoid. So, make sure you double-check every detail written in the appointment letter before sending it.

• Details Of Salary

This is one of the most crucial parts of an appointment letter format that most of the companies overlook. From CTC to bonus details, a company can literally include anything and everything related to perks and benefits. 

The purpose of including these details in an appointment letter is that it will help an employee to summarize everything in just a moment and leave no question unanswered before his/her joining. 

• Appointment date, location, and working hours 

As mentioned earlier, your new employee should grasp every minute detail just by reading his/her appointment letter. So, do not forget to write the date of appointment, the location/address of the office, and the work hours. If you want, you can bold these details, too.

That is it! 

We hope this blog helped you to learn more about the appointment letter. Just keep all the aforementioned things in your mind while writing an appointment letter next time and it will be good to go.