Appointment Letter Format (India), Clauses, Sample & Free Generator

The appointment letter is the detailed employment contract issued on or around the joining date. It converts the accepted offer into enforceable terms. Under the four Labour Codes a written appointment/employment record is expected, so issue it promptly.

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What a appointment letter format should include

✓ Designation, department and reporting structure
✓ Date of joining and place of work
✓ Compensation with the CTC breakup (Annexure A)
✓ Probation period and confirmation process
✓ Working hours, leave and holidays (reference the policy, not fixed statutory numbers)
✓ Notice period and termination terms
✓ Confidentiality, IP and code-of-conduct clauses
✓ Governing law and a signature/acceptance block

Sample appointment letter format

[Company Name], Ref: HR/APPT/[Year]/[Serial], [Date]

To, [Employee Name], [Designation], [City]

Subject: Letter of Appointment

We are pleased to appoint you as [Designation] with effect from [date].

1. Compensation, Your CTC is [amount]; the breakup is in Annexure A.

2. Probation, [period]; confirmation is subject to satisfactory performance.

3. Notice, Either party may terminate with [period] written notice, as per applicable law.

Yours sincerely, [Authorised Signatory], [Designation], [Company Name]

Square-bracketed values are placeholders, replace them with your details.

Tips

• Number the clauses so terms are easy to reference.
• Keep working hours and leave as references to your policy, not hard statutory figures.
• Include a background-verification and confidentiality clause.

Frequently asked questions

Is an appointment letter mandatory in India?

A written record of employment terms is expected under the Labour Codes, and issuing an appointment letter is standard good practice that protects both parties. Issue it on or shortly after the joining date.

What notice period should an appointment letter state?

Notice periods are set by company policy within the bounds of applicable law; common ranges are 30–90 days by seniority. State your policy value and the phrase 'as per applicable law' rather than an invented statutory number.

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