Need Help with Offer, Appointment, and Other HR Letters: When to Issue Them?

Can you please help me out with the format of an Offer Letter, Appointment Letter, Confirmation Letter, Appraisal Letter, performance warning letters, relieving letter, and resignation acceptance letter? Also, I have a query about the timing of issuing appointment letters and confirmation letters to an employee. Please, people on the forum, reply.

Regards,
Shilpi Chauhan

Thank you a lot, Amit. Can you please also address another query I have, which is about the timing of issuing the appointment letter and confirmation letter to an employee?

An appointment letter has to be issued on the day the person joins. It might get delayed due to the slow functioning of the process, but it has to be released within a month as the salary of the person cannot be released until he/she is on the organization's payroll. The person is considered on the payroll only when there is valid signed proof of his/her appointment, which can be in the form of an appointment letter or an employment contract.

A confirmation letter has to be issued on the day when the employee gets confirmed. This confirmation might occur before the probation period ends, on the day it ends, or after the due date, depending on how the organization decides to confirm the employee.

Please note that the timely release of letters builds goodwill in the eyes of the employee, and any delays can leave a negative impression.

Hope this helps! :)

Regards.

Can you please help me out with the format of the following letters:

- Offer Letter
- Appointment Letter
- Confirmation Letter
- Appraisal Letter
- Performance Warning Letter
- Relieving Letter
- Resignation Acceptance Letter

Query on Timing of Issuing Letters

I also have a query about the timing of issuing the appointment letter and confirmation letter to an employee. Could the people on the forum please reply?

Regards,
Chendilnath

Can you please help me out with the format of an Offer Letter, Appointment Letter, Confirmation Letter, Appraisal Letter, Performance Warning Letters, Relieving Letter, and Resignation Acceptance Letter? Also, I have a query about the timing of issuing appointment and confirmation letters to an employee. Can people on the forum reply?

Regards,
chendilnath

Offer Letter

An Offer Letter is issued after the selection of a candidate in an interview. It mentions the designation, salary, benefits, the last date for reporting to duty, and other terms and conditions.

Appointment Letter

An Appointment Letter is given just before or immediately after joining, including the date of joining, posting, duties, responsibilities, and other terms and conditions. Many employers issue the appointment letter with the last date for joining, depending on their office practices.

Confirmation Letter

A Confirmation Letter is typically issued after the satisfactory completion of the probationary period. Some companies do not follow this practice and instead provide an increment after probation completion.

Appraisal

Appraisal does not necessarily need to be in letter format. It is like a report card usually filled out by the employee, followed by remarks from the Reporting Officer, Head of Department, and then forwarded to HR.

Kumar.S.

The above formats are available with the Labour Law Reporter, Delhi. Please visit their website and place an order for the same.

Regards,
D. Gurumurthy HR/IR Consultant

I fully agree with you, Ms. Zainab. In fact, the professional and system-driven approach towards employees helps build credibility among the employees and future aspirants willing to join the organization. Hence, it is very important not to delay appointment letters for a month or so. Delays can also generate a sense of insecurity, and some employees might consider switching jobs due to such delays.

Regards,
Mohammed Abdul Maroof
HR Consultant

[QUOTE=amit_thkr86;1816214]Appointment letter issued after one month of the joining date, and confirmation letter is issued after completing the probation period.

Salary Advance Application

I'm Vijay from Pondicherry. Please find the Excel file of the Salary Advance Letter for all HR personnel. I believe it will be very useful for everyone.

Regards,
Raju Vijay
Managing Director
God Academy of HR

Hey, I have some documents hopefully for you as per your needs.

Please let me know if you need any further assistance.

Thank you.