Here are several useful but free Sample Appointment Letters to assist you in writing your appointment letter for a similar situation. Our sample letters include the following topics,

Agent Appointment Letter

The Letter that is sent by the human resource department to the selected applicant for the position of an Agent is called the Agent Appointment Letter. Insurance Companies are among the Organizations that hire outside Agents to sell insurance policies, products, or several different kinds of services. These agents are hired temporarily and because they are specifically hired as outside or external agents, they don’t get to enjoy as many facilities as regular employees in the company. After going through the Recruitment Process, when the HR department chooses a specific Agent or Agent to hire in the company, the Official Appointment Letter is sent to them.

What to include in the Agent Appointment Letter?

The most important thing to include in the Agent Appointment Letter is the Precise Statement from the HR department that the company has decided to appoint the candidate as an agent. Most companies hire Agents as salesmen for insurance policies, specifically informing the agents about their Salaries i.e. regular or commission-based. Commission on each sale is also discussed in the Appointment Letter along with target bonuses and additional incentives offered by the company.

The terms and conditions or Recruitment policies of the company are also discussed in the Appointment Letters. In the case of insurance agents, the company will discuss how the Agents are required to present the company to the customers and clients and how they can get people’s attention. The way of presentation and etiquette of meetings with customers are also discussed in the company policies section. In the end, it’s stated that if the candidate agrees with the Terms and Conditions and wants to accept the position, he is required to report to the HOD in a specific period i.e. 1 week after receiving the Appointment Letter.

Sample Agent Appointment Letter

 

Banking Job Appointment Letter

The Letter that is sent by the General Manager or Branch Manager in the banking sector to the candidates for a vacant position to announce their Appointment is called the Banking Job Appointment Letter. The content of this Letter depends on the type of job but all of these letters include the basic elements i.e. Official Statement about the Appointment of the Candidate, job description, starting salary, and joining date.

What’s important in a Banking Job Appointment Letter?

Banking is one of the many sectors around the world that take more than usual time to hire new employees because of obvious reasons. The process of hiring new employees starts with a job announcement and after interviewing selected candidates; Recruiters filter the most Eligible Applicants and send them Confirmation Letters about the final decision. If a recruiter has decided to hire a candidate in the bank, he will inform the head of the HR department and after his Approval, an Appointment Letter will be sent to the selected candidates.

This letter includes a basic introduction to the Terms and Conditions on which the employer wants to hire the applicant. After that, it depends on the applicants if they want to accept the job offer or not. The Terms and Conditions in the Appointment Letter mostly depend on the Job Description as the responsibilities of each job in the bank are different and so are the rules on which employees are hired for these positions. For common jobs i.e. clerk, cashier, and teller, the applicants are asked to either agree with the terms and conditions or find another job but for high-profile jobs, recruiters also offer Negotiations on the Recruitment Policies.

Marketing Manager Appointment Letter

When it is time to appoint a Marketing Manager in the company in any department, organizations prefer to go with inside hiring but it is also very common to hire from outside. Whether the HR department wants to promote an existing employee to the said position or decides to hire an outside applicant, a notification is sent to that person and it is known as the Marketing Manager Appointment Letter.

Key elements to include in the Marketing Manager Appointment Letter:

The appointment Letter is a very formal letter and the Marketing Manager’s Appointment Letter is also drafted in the same sense. The key purpose of this Letter is to confirm the Appointment of a particular candidate for the above-mentioned position.  It depends on each company and its HR department what kind of information this letter might include. If you want to inform an applicant that you have hired them in your company, use a Precise Statement and keep the letter short. On the other hand, when you want to discuss Additional Factors in the letter, start with the good news and then include the Terms and Conditions on which you have hired the applicant. It starts with a short introduction of existing team members in the company along with the name of the Manager or HOD to whom the newly Appointed Marketing Manager will answer. Other details include; the date of joining, probation period duration, salary, incentives, additional benefits, bonuses and commissions, job responsibilities, vacation days, company rules and regulations, and the most important factor; violation and termination of the agreement by either party.

Project Manager Appointment Letter

After receiving applications for the position of Project Manager and interviewing the applicants, when the HR department decides to go with a particular applicant, the manager writes a notification to that applicant. In this notification, the applicant is told about the decision of hiring him as the Project Manager and it is called the Project Manager Appointment Letter. It depends on particular situations if this letter is written and sent to the applicant via mail or if the HR department wants to email it to the provided email address by the applicant.

Brief Description of Project Manager Appointment Letter:

After conducting interviews, when a particular applicant is selected for the position of Project Manager, he is informed with the Official Appointment Letter. This letter includes the statement that the receiver is selected for the job along with many other things i.e. details of the job, job description, responsibilities and duties, location of the appointment, details of the first project, name of superiors to whom the Project Manager will answer, compensation, additional incentives, bonuses, and several other things. Sometimes the appointment letter also includes the terms and conditions on which the recruiters and the applicant agreed i.e. policies of the organization.

Besides serving the key purpose, the Project Manager Appointment Letter helps the receiver learn about the company and Organizational Setup. With this letter, the company enlists the Guidelines and Instructions on which the candidate will have to work after joining the team. When these instructions are provided before joining, it gives an overall idea to the candidate about how he is expected to deliver and work in the organization. This way, if the candidate has any problem, he can ask HR for Negotiation or when no alteration is possible, he can simply refuse the offer and move on which would save a lot of time for both parties.

Sales Manager Appointment Letter

The hiring or recruitment process in every company and organization is different. This means that if you have applied for the Sales Manager position, it can take weeks for the HR Department to make a final decision and when it’s done, the selected person is notified with the Formal Appointment Letter. The Sales Manager Appointment Letter is sent by organizations to inform a particular application that he has been selected for the position of Sales Manager.

Brief description of Sales Manager Appointment Letter:

If you have worked before, you can understand the feeling that you get while waiting to hear from a company where you applied for a job. It can take weeks and even months if it’s a very important position i.e. CEO or CFO. In the same sense, the job of a Sales Manager is also very important as Sales is the lifeblood of any organization because it’s the key source of income for the company because of this purpose, the HR department takes the process of hiring a new sales manager very seriously. After a final decision has been made, the HR manager writes the Official Appointment Letter and sends it to the selected applicant.

The appointment letter includes the most important element; an Official Statement by the company announcing that they have selected the receiver of the letter as the Sales Manager. Along with that, this letter might include several other things i.e. the compensation that the company is offering to the applicant, incentives, the person whom the appointed Manager will answer to, training or probation period, date of joining, bonuses for achieving the targets and brief description of the job duties and responsibilities of a Manager. With this Appointment Letter, another document is attached that includes the company policies and terms and conditions for the newly appointed Manager.

Sales Representative Appointment Letter

When a company decides to appoint a person as a Sales Representative, a notification is sent to that person after conducting one or interviews with the applicant. This notification is known as the Sales Representative Appointment Letter. Along with serving the key purpose; of notifying the applicant that he is hired by the company, this letter also includes several other important elements including; terms and conditions, company policies and objectives, salary and incentives, date of joining, introduction to executive employees in the company, details of products or services the company offers, commission or sales bonus details and job duties and responsibilities.

Instructions for writing a Sales Representative Appointment Letter:

A sales Representative is a person who is hired from outside as a temporary employee of the company and is recruited to represent the company to the customers and potential clients in the market. After conducting interviews, if you decide to hire a particular applicant as a Sales Representative, you will need to inform him about your decision with the Formal Appointment Letter. This will serve as legal proof of employment for the sales representative. Some companies send the instructions about the job responsibilities and terms and conditions of the company in a separate letter but most of the organizations prefer to add these details to the same Appointment Letter. Money is also an important element that is included in the appointment letter. This Letter includes the details of salary, percentage of commission on each sale, initial sale target, and bonus for achieving the targets on a monthly or quarterly basis. Formal introduction to the team members and seniors is postponed until the day of joining but their names are included in the Appointment Letter.

Contractor Appointment Letter

After meeting with different contractors and construction companies, when an individual client or a company decides about a particular contractor they want to hire, the Official Appointment Letter is sent to that contractor. On one hand, this letter indicates the fact that the client has chosen the receiver as the contractor whereas, on the other hand, this letter also provides an overview of the Terms and Conditions on which the client decided to hire the contractor. After receiving the letter and going through the terms and conditions, if the contractor decides to accept the offer, an acknowledgment letter is sent back to the client that shows the contractor has agreed to the offer and terms and conditions of the offer.

Uses and Purpose of Contractor Appointment Letter:

If you think of this Appointment Letter as a construction agreement, you are not thinking right. A construction agreement is completely different from the Contractor Appointment Letter. This letter only indicates the fact that the client has chosen the contractor and now if the contractor accepts the offer, they will discuss the different aspects of the project and then the contract or actual Legal Agreement will be written and signed between both parties.

A detailed description of each job in the project is defined and explained in the agreement but the Appointment Letter just indicates major areas or factors i.e. it includes the basic rate that the client is offering to the contractor, the starting date, the duration for completion of the project along with the payment details i.e. the amount of each payment, number of payments for the entire project, etc.

Doctor Appointment Letter

A Doctor Appointment Letter is a formal letter sent by the hospital manager or supervisor to the patients to confirm an Appointment with the Doctor. When there are dozens of appointments, the doctor’s assistant needs to make sure every patient will make it to the checkup and if there is an empty spot, it’s given to a patient with a comparatively severe condition. We can say that a Doctor’s Appointment Letter is a way to confirm if the patients still want to come for their checkup or not.  Another important purpose of this Letter is to remind patients about their upcoming checkups and to inform a patient about an early Appointment that might be available.

Key elements to include and the purpose of this Letter:

The content of this Doctor Appointment Letter depends on the key purpose of writing this letter i.e. confirming the appointment or informing the patient about an early spot available. Providing specific instructions to the patients for a particular checkup is also a very important purpose of this Letter.  If you are writing this Letter to a patient, start with a warm welcome and talk a little about the hospital and the doctor they will be visiting. After that, notify them that you are writing this letter to; confirm the appointment, cancel the appointment, inform them about an early appointment or about the preparations for the visit i.e. meals to take, test reports to bring, etc.

Army Officer Appointment Letter

Recruitment in the army is a very long and time-consuming process. Usually, it starts with the receiving of applications from candidates and ends with sending Appointment Letters to the chosen candidates but there are several other stages between these two ends. Army Candidates have to go through intelligence tests, physical tests, medical tests, and interviews to get selected for the army as a Commissioned Officer. On the other hand, the army also appoints its officers for Special Duties and responsibilities i.e. investigations and supervision, etc. In either case, when a person (civilian or an Army Officer) is chosen for an army job, he is given a Formal Appointment Letter.

Basic elements of Army Officer Appointment Letter:

Army Officer Appointment Letter is just like any other appointment letter but some elements are different here. Starting with, when the Army recruiters finally decide to hire an applicant, they send the Appointment Letter that includes the Designation, job responsibilities, and the details of joining the force i.e. DOJ, Brigade number, infantry number, division number, and many more. In the Letter, the applicant is asked to reply with a definite answer within the given time limit and if he wants to accept the offer, he is also given the name and other details of his Commanding Officer to whom he is asked to report. Usually, the place or location of the Appointment is decided by the army officials and the applicants don’t have any say in this decision-making process which means either they have to agree with whatever location they are asked to report or they can also decline the Job Offer.

Teacher Appointment Letter

Most countries around the world and almost every state in the USA have a government regulation that when a school, college, or university wants to include new teachers and professors in the faculty, after deciding on particular candidates, they are required to send a Formal Notification to them. This formal notification is known as the Teacher Appointment Letter.

Key elements to include in the Teacher Appointment Letter:

Once the recruitment or HR department finalizes the names of applicants who will be hired as teachers in the institute, formal Appointment Letters are sent to them. The Appointment Letter itself is a simple document that includes the formal statement from the registrar that the receiver has been appointed as a teacher. Along with that information, this letter also includes the salary package offered by the institute, incentives and benefits exclusive of regular salary and date of joining, and probation period if there is any.

It depends if the registrar’s office wants to include the terms and conditions of the institute in the Appointment Letter or send separate forms with the notification. Usually, the hiring and working policies are sent to the selected applicants separately from the Appointment Notification. Even if it’s discussed in the interview, the letter will also indicate the subjects that the teacher will teach in the school and the grade(s) that he or she will be teaching after their appointment.

Trustee Appointment Letter

A trustee is a person who is given power or administration duties of a company or property for a specific purpose. In simple words, a trustee can control and run a business but he doesn’t own it and he has to perform his responsibilities in a particular manner. When an individual is selected to be a trustee of a property or member of a board, he is informed formally with the Trustee Appointment Letter. It depends on each particular situation if the nominated person had any knowledge of this appointment before receiving the letter or if he was in the complete dark about this decision and came across the news after receiving the Trustee Appointment Letter.

Essential elements to include in the Trustee Appointment Letter:

The key purpose of writing a Trustee Appointment Letter is to inform a person about this particular decision and to invite him to the position offered in the letter. Along with that, some other elements are included in this Appointment Letter. Most of the time, these key elements depend on the type of letter and responsibilities of the trustee i.e. Trustee Appointment Letter for the property would be different from Trustee Appointment Letter for the church. A common Trustee Appointment Letter includes; the name of the trustee with complete address, name of the governing body, name of the former trustee, date of appointment of a new trustee, salary and additional benefits of the trustee, the estimated duration for this appointment, and duration to reply to the offer with a definite yes or no.

Besides these obvious elements, the most important part of this letter is the terms and conditions or guidelines on which the trustee will perform the duties and responsibilities that are also enlisted in the Trustee Appointment Letter. It is up to the sender of the letter if he wants to include the terms and conditions and job responsibilities in the same letter or if he attaches separate documents with the letter. Sometimes when it’s important and necessary because of legal reasons, the letter might also include the status of the previous trustee i.e. what happened to him or why he left the position.