Template · Template
Offer letter
A clear offer letter with role, pay, joining date, and key terms.
Read more All hr templates
Hiring
Appointment letter
The formal letter issued on joining that confirms the terms of employment.
- Type
- Hiring
- When to use
- On or before the joining date
- Format
- Editable template
- Review by
- HR and legal
What it must include
- Designation, grade, department, and reporting line.
- Date of joining and place of work.
- Compensation, benefits, and leave entitlement.
- Probation, confirmation, and notice terms.
- Confidentiality, conduct, and policy references.
Benefits
- Saves time with a ready, well-structured draft.
- Keeps terms consistent for every hire.
- Reduces misunderstandings and disputes later.
- Gives candidates a professional first impression.
Template - copy and edit
7 paragraphs - click Copy to use one.
- Date: [date] - To: [Employee name], [Address]
- Subject: Appointment as [Designation]
- Dear [Name], with reference to your acceptance of our offer dated [date], we are pleased to appoint you as [Designation] with effect from [joining date] at [Location].
- Your terms of employment, including compensation, benefits, working hours, and leave, are set out in Annexure A and in the company policies available on the employee portal.
- You will be on probation for [months] months, after which your employment will be confirmed in writing, subject to satisfactory performance.
- Either party may end the employment by giving [days] days’ written notice, or pay in lieu of notice, as provided in your contract.
- Please sign the duplicate copy of this letter as acceptance of these terms. Welcome to the team! Sincerely, [Name], [Designation]
Tips
- Reference applicable policies rather than copying them in full.
- Have the employee sign and keep a copy in the record.
- Review annually for law changes.
Mistakes to avoid
- Different terms from the offer letter.
- No signed acknowledgement from the employee.
- Out-of-date policy references.
These templates are general starting points, not legal advice. Have your HR and legal advisors review them against your contracts and the laws that apply to you before use.
Run HR smoothly with EvoqHR
Attendance, leave, payroll, and records in one place - so you have time for people.
Get startedYou may also like
More to read, picked for the topics on this page.
Template · Template
Experience and relieving letter
Letters that confirm service and formally release the employee after full clearance.
Read moreGuide · 5 min read
New hire onboarding checklist
A practical, step-by-step checklist for the weeks before and after a new employee joins - so day one is smooth and nothing is forgotten.
Read more