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What an appointment letter is and why it exists
An appointment letter is issued by an employer once a candidate has accepted an offer, confirming in writing that they have been appointed and on what basis. It records the position, reporting line, start date and the headline terms of the engagement.
Its purpose is to give the new hire a clear, documented confirmation of their appointment before they start, and to give the employer a record that the key terms were communicated and accepted. It often sits alongside, or leads into, a fuller employment contract.
When it is used
- After a candidate accepts an offer and before they start.
- To formally confirm the role, level and reporting line.
- As the document a new hire shows for relocation or visa steps.
- To set out joining terms ahead of a detailed contract.
- When an internal candidate is appointed to a new position.
What a well-formed appointment letter includes
- Company name, address and letterhead.
- The new hire’s name and the confirmed job title.
- The start date and place or mode of work.
- The reporting line and department.
- The type of engagement and any probation arrangement.
- A reference to the working hours and key terms agreed.
- Any conditions, such as references or right-to-work checks.
- The date, the authorised signatory and a space for acceptance.
Common mistakes
- Terms in the letter that contradict the earlier offer or the contract.
- Leaving the start date or job title vague or open to interpretation.
- Failing to note conditions such as references or right-to-work checks.
- Omitting any probation arrangement that was agreed.
- Issuing it without an authorised signature or a date.
- Treating it as a full contract when key terms are still missing.
Good practice
- Keep the appointment letter consistent with the offer and contract.
- State the role, start date and reporting line precisely.
- List any conditions clearly so expectations are set early.
- Invite the new hire to sign and return a copy to confirm acceptance.
- Share it as a PDF and keep the signed version on the personnel file.
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