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Appointment Letter Format

An appointment letter is the formal document a company issues after a candidate accepts the offer, confirming the post, salary, probation and service conditions. HR sends it on or just before the date of joining, and the signed duplicate becomes the base record in the employee file.

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[Company Logo][Company Name]

APPOINTMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment as [Designation]

Dear [Candidate Name],

With reference to your application and the subsequent interviews, we are pleased to appoint you as [Designation] in the [Department] department of [Company Name] on the following terms and conditions.

Date of joining: You will join duty on or before [Date of Joining] at our [Work Location] office. If you do not join by this date, this appointment will stand withdrawn unless extended in writing.
Reporting: You will report to [Reporting Manager] or any other person designated by the management.
Remuneration: Your Cost to Company (CTC) will be ₹[CTC] per annum, as detailed in the annexure below. Salary is subject to statutory deductions and applicable income tax.
Probation: You will be on probation for [Probation Period] months from the date of joining. On satisfactory completion, your confirmation will be communicated in writing.
Working hours: Normal working hours are [Working Hours], [Working Days] days a week, as per the company attendance policy.
Statutory benefits: You will be covered under the Employees' Provident Fund and, where eligible, ESI. Gratuity will be payable as per law after five years of continuous service.
Leave: You will be entitled to leave as per the company leave policy and applicable state rules.
Notice period: During probation either party may end employment with [Probation Notice] notice. After confirmation, the notice period will be [Notice Period] or salary in lieu thereof.
Conduct and confidentiality: You will follow the company code of conduct, POSH policy and other policies in force, and keep all business information confidential during and after employment.
Documents: Your appointment is subject to verification of your educational certificates, previous employment records, PAN and Aadhaar (masked copy).

Annexure A – Salary Structure

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
House Rent Allowance (HRA)	[HRA]	[Amount]
Special Allowance	[Amount]	[Amount]
Employer PF Contribution	[Amount]	[Amount]
Gratuity (as applicable)	[Amount]	[Amount]
Total Cost to Company (CTC)	[Amount]	[CTC]

Please sign the duplicate copy of this letter as a token of your acceptance and return it to the HR department. We welcome you to [Company Name] and wish you a rewarding career with us.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

I accept the above terms and conditions.
[Candidate Name]
Signature: ____________
Date: [Date]

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What this template includes

Reference number and date so the letter can be traced in the personnel register
Designation, department, work location and reporting manager to define the role clearly
Salary annexure in CTC format so the candidate knows gross and in-hand pay
Probation period and confirmation process to set expectations from day one
Notice period on both sides to avoid disputes at exit
Statutory benefits such as PF, ESI and gratuity as applicable
Duplicate copy acceptance line so you hold signed proof

When to use it

A selected candidate has accepted your offer and is about to join
You need a general-purpose appointment format that fits most office roles
Older employees joined without written terms and you are regularising files
An auditor or labour inspector asks for written service conditions for each employee

How to customise this template

1Replace every square-bracket placeholder with candidate and company details
2Fill the CTC table from your payroll structure and check the totals
3Change probation and notice period to match your HR policy
4Delete PF or ESI lines if your establishment is not covered
5Print on letterhead, sign, and issue two copies

HR tips

Keep the offer letter and appointment letter figures identical; mismatches cause disputes
Do not promise bonuses in the letter unless the payout rule is written
Collect the signed duplicate on the joining day itself
Refer to your HR policy manual instead of copying all policies into the letter

This template is a starting point only. Review it against applicable labour laws (including the Labour Codes in force from 21 November 2025 and the state rules being notified), your Shops & Establishments registration, standing orders and company policies, and take advice from a legal adviser where needed.

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Frequently asked questions

What is the difference between an offer letter and an appointment letter?+

An offer letter invites the candidate to join on proposed terms. The appointment letter is issued after acceptance and records the final terms of service that both sides sign.

Is an appointment letter mandatory in India?+

Written terms of employment are expected under the Labour Codes and many state laws, and they protect both parties. Issuing a signed appointment letter to every employee is good practice.

Should the appointment letter mention CTC or in-hand salary?+

Mention the CTC with a component-wise breakup. The candidate can then see deductions such as employee PF and professional tax that reduce in-hand pay.

All 50 appointment & employment letters →

[Company Logo][Company Name]
LETTER OF APPOINTMENT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Letter of Appointment – [Designation], [Department]
Dear [Candidate Name],

Further to your acceptance of our offer dated [Offer Date], the management of [Company Name] is pleased to appoint you to its services on the terms set out below.
1. Position and duties: You are appointed as [Designation]. Your main duties are described in Annexure B. The management may assign other duties suited to your skills from time to time.
2. Commencement: Your employment begins on [Date of Joining]. Your seniority will be counted from this date.
3. Place of work and transfer: Your initial place of posting is [Work Location]. You may be transferred to any office, branch or associated company in India, with reasonable notice and applicable allowances.
4. Compensation: Your annual CTC is ₹[CTC], made up as per Annexure A. Salary is paid by bank transfer on or before [Pay Day] of the following month.
5. Probation and confirmation: You will be on probation for [Probation Period] months. Confirmation will be communicated in writing; without it, you remain on probation.
6. Leave: You are eligible for [Earned Leave] days earned leave, [Casual Leave] days casual leave and [Sick Leave] days sick leave per year, plus declared holidays, as per the leave policy.
7. Statutory coverage: PF, ESI (if eligible), gratuity and bonus will apply as per law.
8. Termination: After confirmation, either party may end this employment with [Notice Period] notice or pay in lieu. Employment may be ended without notice for proven misconduct after due inquiry as per standing orders.
9. Retirement: You will retire on reaching the age of [Retirement Age] years.
10. Company property: On leaving, you will return the laptop, ID card, documents and any other company property before full and final settlement.
11. Jurisdiction: Any dispute will be subject to the courts at [City].
Please confirm your acceptance by signing and returning the duplicate copy. We look forward to a long association.

Yours faithfully,
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Employment Appointment Letter
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[Company Logo][Company Name]
LETTER OF ENGAGEMENT – CONSULTANT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Consultant Name]
[Consultant Address]
PAN: [PAN] GSTIN: [GSTIN, if applicable]
Subject: Appointment as Consultant – [Area of Consultancy]
Dear [Consultant Name],

[Company Name] is pleased to engage you as an independent consultant for [Area of Consultancy] on the terms below.
1. Term: From [Start Date] to [End Date], renewable by mutual written agreement.
2. Scope of services: [Scope of Services]. Deliverables: [Deliverables], due as per the agreed timeline.
3. Professional fee: ₹[Amount] per [month/deliverable], plus GST if applicable, payable within [Payment Days] days of receiving a valid invoice. TDS will be deducted as per income-tax law.
4. Expenses: Pre-approved travel and out-of-pocket expenses will be reimbursed against bills.
5. Independent status: You are engaged as an independent professional. Nothing in this letter creates an employment relationship, and you will not be entitled to salary, PF, ESI, gratuity or leave.
6. Coordination: [Coordinator Name], [Designation], will be your point of contact.
7. Confidentiality: You shall keep all information received from the company confidential during and after this engagement.
8. Ownership: Reports, documents and other work product prepared for the company will belong to the company.
9. Conflict of interest: You will inform us before taking up any assignment for a direct competitor during this engagement.
10. Termination: Either party may end this engagement with [Notice Days] days' written notice. Fees for work done until then will be paid.
Please sign and return a copy of this letter to confirm your acceptance.

Yours sincerely,
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Consultant Appointment Letter
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[Company Logo][Company Name]
RETAINER APPOINTMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Retainer Name]
[Professional Qualification / Registration No.]
[Retainer Address]
Subject: Engagement on Monthly Retainer – [Service Area]
Dear [Retainer Name],

We are pleased to engage you on a monthly retainer basis to provide [Service Area] services to [Company Name], effective [Start Date].
1. Retainer fee: ₹[Amount] per month, plus GST if applicable, payable by the [Pay Day] of the following month against your invoice. TDS will be deducted as applicable.
2. Availability: You will be available for [Committed Days/Hours] per month at [Work Location] or remotely, and reachable on working days for urgent matters.
3. Additional work: Work beyond the committed availability will be billed at ₹[Amount] per [hour/day], only when approved in advance by [Coordinator Name].
4. Unused time: Unused retainer time will lapse at the end of each month.
5. Independent professional: You remain an independent professional. This engagement does not create employment and no salary, PF, ESI, leave or gratuity applies.
6. Professional standards: You will maintain valid registrations and follow the professional and ethical standards of your field.
7. Confidentiality: All company information shared with you will be kept confidential.
8. Review and termination: The retainer will be reviewed every [Review Period]. Either side may end it with [Notice Days] days' written notice.
Kindly sign a copy of this letter to confirm your acceptance.

Yours sincerely,
Letter · Word
Retainer Appointment Letter
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[Company Logo][Company Name]
APPOINTMENT LETTER – PART-TIME EMPLOYEE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as Part-Time [Designation]
Dear [Candidate Name],

We are pleased to appoint you as a part-time [Designation] in our [Department] at [Work Location], with effect from [Date of Joining].
1. Working hours: [Weekly Hours] hours per week, normally on [Working Days] from [Start Time] to [End Time].
2. Scheduling: Your manager [Reporting Manager] will share any change in schedule at least [Notice Hours] hours in advance. Extra hours will be offered by mutual consent and paid accordingly.
3. Remuneration: ₹[Amount] per [hour/month], paid monthly by bank transfer, subject to statutory deductions.
4. Leave and holidays: Leave will be given on a pro-rata basis to your working hours as per the leave policy.
5. Statutory benefits: PF and ESI will apply as per eligibility under law.
6. Probation: [Probation Period] months, with [Probation Notice] notice from either side.
7. Other work: You may take up other work outside your scheduled hours, provided it does not conflict with the company's business.
8. Notice after confirmation: [Notice Period] from either side.
9. Policies: You will follow the company code of conduct, confidentiality rules and POSH policy.
Please sign the duplicate copy to confirm your acceptance.

Yours sincerely,
Letter · Word
Part-Time Employee Appointment Letter
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[Company Logo][Company Name]

APPOINTMENT LETTER – FULL-TIME EMPLOYMENT

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment as Full-Time [Designation]

Dear [Candidate Name],

We are delighted to appoint you as a full-time [Designation] in the [Department] team of [Company Name] at [Work Location], with effect from [Date of Joining].

Working hours: [Working Hours] per day, [Working Days] days a week, with weekly off on [Weekly Off]. Attendance must be recorded through [Attendance System].
Compensation: Your annual CTC is ₹[CTC], including target variable pay of ₹[Amount] linked to performance, as detailed below.
Benefits: Group medical insurance of ₹[Amount] covering [Covered Family Members], group term life cover, and leave as per policy.
Statutory benefits: PF, ESI (where eligible) and gratuity as per law.
Exclusive service: As a full-time employee, you will not take up other employment, business or paid assignments without prior written approval.
Probation: [Probation Period] months, with [Probation Notice] notice during probation.
Notice period after confirmation: [Notice Period] or salary in lieu.
Policies: You will follow the code of conduct, IT and data security policy and POSH policy.

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special Allowance	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Fixed CTC	[Amount]	[Amount]
Target Variable Pay	–	[Amount]
Total CTC	–	[CTC]

Letter · Word

Full-Time Employee Appointment Letter

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[Company Logo][Company Name]
APPOINTMENT LETTER – REMOTE EMPLOYEE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as [Designation] (Remote)
Dear [Candidate Name],

We are pleased to appoint you as [Designation] in [Department] at [Company Name] on a fully remote basis, with effect from [Date of Joining].
1. Home base: You will work from [Home Base Address], [City], [State]. Please inform HR in writing at least [Notice Days] days before changing your home base, as it affects payroll and compliance.
2. Compensation: Annual CTC of ₹[CTC] as per the annexure, including a monthly internet allowance of ₹[Amount].
3. Core hours: You will be online and reachable between [Core Hours Start] and [Core Hours End] IST on working days, and respond to messages within [Response Time] during these hours.
4. Equipment: The company will issue [Laptop / Equipment] which remains company property. You will keep it safe and return it on exit or on request.
5. Information security: You will use only approved devices, VPN and tools, keep screens private in shared spaces, and report any loss or security incident immediately.
6. Travel: You may be asked to visit [Office / Client Site] occasionally with [Notice Days] days' notice. Approved travel costs will be reimbursed.
7. Workspace: You are responsible for a safe, quiet workspace with a reliable internet connection.
8. Probation and notice: Probation of [Probation Period] months; notice of [Notice Period] after confirmation.
9. Policies: The code of conduct, POSH policy and all other company policies apply to online interactions. The Internal Committee can be reached at [IC Email].
Please sign and return a scanned copy of this letter.

Yours sincerely,
Letter · Word
Remote Employee Appointment Letter
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[Company Logo][Company Name]
APPOINTMENT LETTER – WORK FROM HOME
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as [Designation] with Work-from-Home Arrangement
Dear [Candidate Name],

We are pleased to appoint you as [Designation], [Department], with effect from [Date of Joining]. Your official place of work will be our office at [Work Location]. You are permitted to work from home on the conditions below.
1. Nature of arrangement: Work from home is permitted under the company WFH policy and is not a permanent right. It may be reviewed, modified or withdrawn as business needs change.
2. Recall to office: You may be asked to attend office for meetings, training or on a regular basis with [Recall Notice] notice.
3. Attendance: You will mark attendance on [Attendance Tool] at the start and end of your working day and be available during [Working Hours].
4. Equipment and internet: The company will provide [Equipment]. You will maintain a reliable internet connection, for which an allowance of ₹[Amount] per month is payable.
5. Data privacy: Company documents must not be printed, stored on personal devices or shared with family members or others.
6. Health and safety: Arrange a safe and ergonomic workspace and report any work-related injury to HR.
7. Compensation: Annual CTC of ₹[CTC] as per the annexure.
8. Probation and notice: [Probation Period] months probation; [Notice Period] notice after confirmation.
All other company policies, including the code of conduct and POSH policy, apply while working from home.

Please sign the duplicate copy as acceptance.

Yours sincerely,
Letter · Word
Work-from-Home Appointment Letter
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[Company Logo][Company Name]
APPOINTMENT LETTER – HYBRID WORK
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]
Subject: Appointment as [Designation] on Hybrid Work Model
Dear [Candidate Name],

We are pleased to appoint you as [Designation] in [Department] at [Company Name], effective [Date of Joining]. You will work on our hybrid model, attached to the [Work Location] office.
1. Office attendance: You will work from the office at least [Minimum Office Days] days per week, including team anchor days on [Anchor Days].
2. Seat booking: Office seats are booked through [Booking System] at least one day in advance.
3. Remote days: On remaining working days you may work from home, staying available during [Core Hours] and following the information security policy.
4. Changes to pattern: The hybrid pattern is governed by the company hybrid work policy and may be changed with [Change Notice] notice, depending on business needs.
5. Commute: Travel between home and office is at your own cost unless a transport allowance is specified in the annexure.
6. Equipment: You will be issued [Equipment] for use in both locations.
7. Compensation: Annual CTC of ₹[CTC] as per the annexure.
8. Probation and notice: [Probation Period] months probation; [Notice Period] notice thereafter.
9. Conduct: Company policies, including the POSH policy, apply equally in office and on remote days.
Please sign the duplicate of this letter to confirm your acceptance.

Yours sincerely,
Letter · Word
Hybrid Employee Appointment Letter
Download .docx