Need Help with an Urgent Appointment Letter Format – Can You Share Yours?

Dear All,

Can anybody provide a format for an appointment letter? It's urgent.

Thanks & Regards,
Sashmita

hi,

hope this will help u...

Date:

-

Dear _____________________________

This has reference to our Letter of Intent dated _ . We are pleased to offer you an appointment with us as ----------for our --------------------------------------------------l. This offer will be valid till the completion of this project or till the completion of your assignment in this project whichever is earlier. The terms and conditions of your employment are as follows:

Section-I: Administrative

a) Your Position :

b) Your Senior Officer :

to whom you will report

c) Location :

d) Address :

e) Hours of Work : Normally 8 hours a day, 6 days a week

f) Reporting Date :

g) Nature of Duties :

Section-II: Financial Data

a) Salary and Allowance:

i) Basic Pay : Rs. 22,500 per month

ii) House Rent Allowance : Rs. 10,000 per month

iii) Transport Allowance : Rs. 750 per month

iv) Advance Incentive Bonus : Rs. 1,500 per month

-----------------------------------

Total Rs. 34,750 per month

-----------------------------------



b) Reimbursement:

The following reimbursements will be allowed on submission of the supporting documents every month:

i) Office Wear & Maintenance : Rs. 1,500 per month

ii) Conveyance : Rs. 7,500 per month

iii) News Papers, Books & Periodicals : Rs. 750 per month

iv) Academic Research & Professional Pursuits : Rs. 750 per month

v) Daftari Charges : Rs. 2,000 per month

c) Annual Benefits:

You will also be entitled to the annual benefits as follows:

i) Health Care, Dental and Medical : Rs. 12,000 per annum

ii) Leave Travel Concession for self and family : Rs. 21,000 per annum

The above Salary & Allowance, Reimbursement and Annual Benefits package includes housing allowance at the project site.

Section-III: Company/Miscellaneous Information

a) You shall be on probation for six (6) months. Thereafter, your performance will be reviewed and if found satisfactory, your services will be confirmed by a letter of confirmation. During probationary period, your employment can be terminated by either side by giving one month's notice or one month's gross pay in lieu of notice.

b) Statutory deductions, if any, will be made from your salary as per the prevailing law of the country. However, for your income tax you shall be personally responsible for filing returns etc. The company will provide you the tax deductions certificate, if applicable at the end of each financial year.

c) You will be entitled for 9 days medical leave per annum. Your request for medical leave should be duly supported with a medical certificate signed by registered medical practitioner. In addition to this, you will be entitled to earned leave at the rate of 21 working days per annum after completion of one year. You may avail leave earned with the prior information/permission and approval of senior management.

d) Your appointment shall be subject to your being declared physically fit. Even thereafter, in case it is considered essential, you shall have to undergo periodical or special medical examination from such a doctor as may be nominated by the company for the purpose of determining whether or not you are medically capable of carrying out your duties and if you are found medically unfit your services are liable to be terminated.

e) That you shall strictly abide by the rules, regulations, office order and instructions issued by Senior Management from time to time.

f) That you shall have to carry out such duties as are assigned to you and during such hours including split duty hours as may be directed by Senior Management and your superiors from time to time which in the event of your refusal will amount to gross misconduct.

g) That during your employment with us, you shall not work anywhere else directly or indirectly, part time, or full time, honorary or in any other capacity without written approval of Senior Management and you shall not disclose to anybody any confidential information available to you in the course of your employment with the company.

h) For all other matters not herein specified, the company's conditions of service and service rules and amended from time to time shall be applicable.

i) Any instance of improper conduct, misconduct, gross negligence or abandonment of the position to which you have been appointed shall constitute sufficient grounds for immediate dismissal. In such an event, payment of salary and all other payments shall cease as per the date of this dismissal. Improper conduct shall be deemed to include direct or indirect participation by the employee or authorised agents in any political activity in any country or in any professional or business undertaking or activity that could lead to a conflict of interest.

j) The written notice of termination of this contract of employment will be two (2) months by either party or two months' gross salary in lieu of notice period. In case you leave your employment without giving requisite notice, no relieving order will be issued and settlement of dues will be at the discretion of the Management. The Management reserves the right to deduct, as liquidated damages, an amount equal to two months' gross salary from any amount that may be due to you and if the same is not available or is insufficient then the Management shall have the right to recover such amount as found due from you in any manner deemed fit.

Please sign the duplicate copy of this letter confirming your acceptance of the above terms and conditions of appointment and return it to us for office records.

Yours faithfully,

for



Accepted

Name of the candidate



if u need anything else pl. feel free to ask me..

regards

manish

hi,

hope this will help u..

Date:

-

Dear _____________________________

This has reference to our Letter of Intent dated _ . We are pleased to offer you an appointment with us as ----------for our --------------------------------------------------l. This offer will be valid till the completion of this project or till the completion of your assignment in this project whichever is earlier. The terms and conditions of your employment are as follows:

Section-I: Administrative

a) Your Position :

b) Your Senior Officer :

to whom you will report

c) Location :

d) Address :

e) Hours of Work : Normally 8 hours a day, 6 days a week

f) Reporting Date :

g) Nature of Duties :

Section-II: Financial Data

a) Salary and Allowance:

i) Basic Pay : Rs. 22,500 per month

ii) House Rent Allowance : Rs. 10,000 per month

iii) Transport Allowance : Rs. 750 per month

iv) Advance Incentive Bonus : Rs. 1,500 per month

-----------------------------------

Total Rs. 34,750 per month

-----------------------------------



b) Reimbursement:

The following reimbursements will be allowed on submission of the supporting documents every month:

i) Office Wear & Maintenance : Rs. 1,500 per month

ii) Conveyance : Rs. 7,500 per month

iii) News Papers, Books & Periodicals : Rs. 750 per month

iv) Academic Research & Professional Pursuits : Rs. 750 per month

v) Daftari Charges : Rs. 2,000 per month

c) Annual Benefits:

You will also be entitled to the annual benefits as follows:

i) Health Care, Dental and Medical : Rs. 12,000 per annum

ii) Leave Travel Concession for self and family : Rs. 21,000 per annum

The above Salary & Allowance, Reimbursement and Annual Benefits package includes housing allowance at the project site.

Section-III: Company/Miscellaneous Information

a) You shall be on probation for six (6) months. Thereafter, your performance will be reviewed and if found satisfactory, your services will be confirmed by a letter of confirmation. During probationary period, your employment can be terminated by either side by giving one month's notice or one month's gross pay in lieu of notice.

b) Statutory deductions, if any, will be made from your salary as per the prevailing law of the country. However, for your income tax you shall be personally responsible for filing returns etc. The company will provide you the tax deductions certificate, if applicable at the end of each financial year.

c) You will be entitled for 9 days medical leave per annum. Your request for medical leave should be duly supported with a medical certificate signed by registered medical practitioner. In addition to this, you will be entitled to earned leave at the rate of 21 working days per annum after completion of one year. You may avail leave earned with the prior information/permission and approval of senior management.

d) Your appointment shall be subject to your being declared physically fit. Even thereafter, in case it is considered essential, you shall have to undergo periodical or special medical examination from such a doctor as may be nominated by the company for the purpose of determining whether or not you are medically capable of carrying out your duties and if you are found medically unfit your services are liable to be terminated.

e) That you shall strictly abide by the rules, regulations, office order and instructions issued by Senior Management from time to time.

f) That you shall have to carry out such duties as are assigned to you and during such hours including split duty hours as may be directed by Senior Management and your superiors from time to time which in the event of your refusal will amount to gross misconduct.

g) That during your employment with us, you shall not work anywhere else directly or indirectly, part time, or full time, honorary or in any other capacity without written approval of Senior Management and you shall not disclose to anybody any confidential information available to you in the course of your employment with the company.

h) For all other matters not herein specified, the company's conditions of service and service rules and amended from time to time shall be applicable.

i) Any instance of improper conduct, misconduct, gross negligence or abandonment of the position to which you have been appointed shall constitute sufficient grounds for immediate dismissal. In such an event, payment of salary and all other payments shall cease as per the date of this dismissal. Improper conduct shall be deemed to include direct or indirect participation by the employee or authorised agents in any political activity in any country or in any professional or business undertaking or activity that could lead to a conflict of interest.

j) The written notice of termination of this contract of employment will be two (2) months by either party or two months' gross salary in lieu of notice period. In case you leave your employment without giving requisite notice, no relieving order will be issued and settlement of dues will be at the discretion of the Management. The Management reserves the right to deduct, as liquidated damages, an amount equal to two months' gross salary from any amount that may be due to you and if the same is not available or is insufficient then the Management shall have the right to recover such amount as found due from you in any manner deemed fit.

Please sign the duplicate copy of this letter confirming your acceptance of the above terms and conditions of appointment and return it to us for office records.

Yours faithfully,

for



Accepted

Name of the candidate



if u want anything else pl. feel free to ask me..

regards

manish

Thank you very much for your prompt reply. As I was going through the letter format, it is in regard to the project undertaken. Some letters include categories (skilled, unskilled, semi-skilled), leave policy, notice period, transfers, and so on. Please help.
Sashmita

HI There...

Given below is another appointment letter...its simpler..

Ms. Name May 20, 2006

Address

Appointment

Dear Name,

We have pleasure in appointing you as Designationin Band V-2 of the Company, effective April 01, 2006, on the following terms and conditions:

1. You will be entitled to a basic salary of Rs. Basic Salary per month and other benefits as applicable to your category of employees, details are given in Annexure ¡¥A¡¦.

2. Your reporting and responsibilities will be advised to you by your Departmental Head or any person nominated by him/her.

3. It is expected that you will discharge your assigned responsibilities with high standard of performance, quality, integrity, and discipline

4. You will be initially at Name or Org. However, your services are transferable to any Section/Department, Location, Office, Associate or Sister concern or Subsidiary at any place in India or abroad, whether existing today or which may come up in future, at any time at the sole discretion of Management. In such case, you will be governed by the terms and conditions of the services applicable to new placement/location.

5. You will be on probation for a period of six months from the date of your joining. The probation period may be extended for such term as may be considered appropriate by the Management. Upon satisfactory completion of your probation, your services will be confirmed by written order with the Company.

6. During the probationary period and any extension thereof, your services may be terminated on either side by giving one-week (7 days) notice or salary in lieu thereof. However, on confirmation the services can be terminated from either side by giving one-month notice or salary in lieu thereof.

Upon termination of employment, you will also return all company property, which may be in your possession. It would be obligatory on your part to get a proper relieving letter from the Management before your services are deemed to be concluded.



7. You shall, while in the services of the company, devote your full time and attention exclusively for the Company¡¦s work and responsibilities assigned to you. You shall not engage in any other commercial/business pursuit, either part time or otherwise, for any monetary gains.

8. You shall be obliged to follow the work processes, technical standards, protocols and general instructions issued thereof, and service rules of the Company as in force and/or amended from time to time.

9. You shall automatically retire from the services of the company on attaining the age of 58 years.

10. Your appointment is subject to your being medically sound and remaining medically fit.

11. If any information furnished or declaration given by you in regard to your employment to the Company is found to be false or any material information willfully suppressed, your appointment would be liable for termination without any notice or compensation.

You are requested to sign this letter, signifying your acceptance of the same, for our records.

Yours faithfully,

For COmpany Name,



Signatory Authority

I have read the terms and conditions of this letter of appointment and confirm my acceptance of the same

(Signature and Date)

ANNEXURE ¡¥A¡¦ : COMPENSATION DETAILS (Salary & applicable benefits)

Name : NAme

Designation :

Date of joining : April 01, 2006

Location :

a) Remuneration

Basic Salary : Rs 4300/- per month

HRA : Rs. 2150/- per month

Education Allowance : Rs. 400/- per month

Transport Allowance : Rs. 800/- per month

Special Allowance : Rs. 2900 /- per month

Medical Allowance : Rs. 358/- per month

LTA Allowance : Rs. 358/- per month

Annual Bonus : Rs. 4300/- per annum

b) Retirals

i. You will participate in the Company Provident Fund Scheme as applicable to your category of employees.

ii. You will be entitled to gratuity in accordance with the rules governing such payment.

c) Leave

You will be entitled to privilege, sick and casual leave as applicable to your category of employees.

---------------------------------------------------------------------------------------------------------------------------------Note:

„X It is expected that individual compensation package would not be shared with other employees.

„X The above compensation structure is subject to change without affecting emoluments adversely.

„X Applicable tax would be borne by the employee.

Hi,

Though the format given to you in one of the earlier replies was comprehensive, you can try this format too:

Dear [First Name of the New Joiner],

Subject: Your Appointment as [Designation of the New Joiner]

With reference to your application and the subsequent interview you had with us, we have pleasure in offering you the appointment for the above position in our organization subject to the following terms and conditions:

(You can format your letter under the following headings:)

Job Title

Annual Compensation

Date of Joining

Probation

Retirement

Transferability

Notice Period

Confidentiality

General

Name of the Signatory

Designation

I hereby accept the position and terms and conditions of employment offered.

Full Name of the New Joiner

Date of Receipt of Appointment Letter

This is Naveen,

Please provide me with the medical reimbursement format. Kindly provide information related to LTA (i.e., rules and regulations) as per the CTC rule.

You can make use of the following format also.

Breakup of CTC has to be given in a separate Annexure.

--------------------------------------
Date

Emp. Name.
Emp. Address

Dear Emp. Name,

Sub: Probationary appointment for the post

We are happy to inform you that you have been selected for employment with XYZ in the capacity of "Capacity".

Your annual total cost to the company will be fixed at Rs. XYX/-

Confirmation of your service will depend upon your performance and contribution towards the organization during the probation period. During the contract period, you will not be entitled to any leave except for the declared holidays by the organization. You should not absent yourself without prior information and approval, and if leave is granted, the same will be considered as loss of pay.

This is a high-quality service-oriented organization, and absenting without advance information and approval will be viewed seriously.

You are governed by the Rules and Regulations of the company, which are in force or may come into force from time to time.

You should maintain the confidentiality of information that would come to your knowledge during the course of the execution of your duties and responsibilities. You will maintain the utmost secrecy of the affairs or works of the company and should not divulge any information of the company by any mode of communication to any other person or organization during the course of employment with us or thereafter.

You are liable to be transferred to any department or branch at any place in India or abroad where the company has or may have its office/business. You are also liable to be transferred to any of the associated companies or anywhere in India. On such transfers, you will be governed by the terms and conditions, rules, and regulations, etc., which are applicable to your category at the place of transfer.

Your salary will be reviewed periodically as per the policy of the company. Your increments in the salary are discretionary and will be subject to and based on effective performance and results during the period.

Any change in your residential address should be notified in writing forthwith to the company. All communications will be addressed to you at the last address notified by you, and it will be presumed that you have received such communications addressed to you.

You may be required to furnish documentary proof of the facts mentioned by you in your application form, and non-compliance with such a demand or detection of any discrepancy therein shall render you liable to be removed from the service without any notice or pay in lieu thereof.

This is a contract for employment at will. Either party can terminate this contract during the probation period by giving thirty days' advance notice or pay salary in lieu of the same to the other party. However, should your termination be due to unauthorized absence from duty, non-performance, misconduct, fraud, negligence, theft, willful violation of the company rules, misappropriation, imprisonment, or censure by a court of law or as it may deem fit in the instant case, the company will not pay any notice pay.

During the period of employment with us, you will not work directly or indirectly for any other person, firm, company, or organization or engage yourself in any trade or business whether with or without remuneration in any capacity without the prior written permission of the company.

All inventions, improvements, and discoveries made solely by you or jointly while on duty need to be disclosed to the company, and the company has the sole right, title, and interest over such inventions, improvements, discoveries, and has the intellectual property rights over them.

You should keep the company informed in writing of any change in your address; failing which, any notice/letter sent by the company to your address mentioned above shall be sufficient for the purpose of this contract.

You will have to serve our organization for a period of at least 3 months to enjoy the benefits and privileges of our organization.

We at XYZ have the privilege to have you with us and personally welcome and wish you a very successful career with us and reaffirm our complete confidence in your abilities to find professional and personal satisfaction here. Please sign and return a copy of this offer letter in acceptance of the terms and conditions.

Best wishes for a long, happy, and rewarding career with XYZ.

Thank you,

Regards,
For XYZ

ACKNOWLEDGEMENT

I, Emp. Name., agree to the terms and conditions stated above, and I hereby confirm that I will adhere to the policies of the company and discharge my duties to the satisfaction of the higher authorities.

Hi there, should you use the search key, you would find samples. However, an appointment letter must contain the following information:

- Name of employee
- Designation
- Grade
- Total Package offered or breakdown of the package offered
- Benefits offered with the grade, "if any"
- Leave entitlement (not a must)
- Department

Please let me know if you need any further assistance.

Please find the sample copy for the Appointment Letter. I would suggest that you first go to the research option at the top of the page and check it out. You will find plenty of formats for the Appointment Letter.

Thank you.