Appointment letter template

Letter

[Date]

To: [Employee name], [Address]

Reference: [Employee ID]

Subject: Appointment as [Designation]

Dear [Name],

Further to our offer dated [Date] and your acceptance, we are pleased to appoint you as [Designation] in the [Department] team at [Company name]. Your date of joining is [Date]. This letter sets out the terms of your employment.

1. Role and reporting

• Designation: [Designation], grade [ ].
• Reporting to: [Manager name and title].
• Place of work: [Location]. You may be asked to work at other locations of the company where the role needs it.
• Your duties are described in the job description attached as Annexure B and may be updated as the role changes.

2. Pay

• Annual CTC: ₹[Amount], broken up as in Annexure A.
• Salary is paid on or before the [Day] of each month into the bank account you give us.
• Statutory deductions and contributions are made as required by law.

3. Probation and confirmation

• You will be on probation for [Number] months from the date of joining.
• Your confirmation depends on a performance review at the end of probation. Probation may be extended, with a written reason.
• Confirmation will be communicated in writing.

4. Hours, leave and holidays

• Working hours and days: [Hours, days, weekly off, shift pattern].
• Leave and holidays follow the company leave policy, shared with you on joining.

5. Notice and separation

• Notice period after confirmation: [Number] days on either side. During probation: [Number] days.
• The company may pay in lieu of notice, in full or in part, as the policy allows.
• On leaving you will return all company property and complete the exit process.

6. Conduct, confidentiality and company property

• You will follow the company code of conduct and policies as issued from time to time.
• You will keep confidential all business, client and employee information, during and after your employment.
• Company equipment, data and documents remain the property of the company.

7. Documents and verification

This appointment is subject to the documents and details you gave us being correct. If any is found to be false, the company may act as its policy allows.

8. Acceptance

Please sign and return the duplicate copy of this letter within [ ] days to confirm that you accept these terms.

For [Company name]

[Name], [Title]

I accept the terms above. Signature: ______________________ Date: ____________

Annexure A: pay break-up

Note

Appointment terms are a legal document. Confirm the final wording, including probation, notice, confidentiality and any restrictive terms, with a qualified adviser and against your state's shops and establishments rules before use.