You’ve found the right candidate. Interviews are done. Salary’s been negotiated.
Now it’s time to put things on paper. Officially.
That’s where the appointment letter comes in. A document that confirms the job, sets expectations, and builds trust between you and the new hire.
Done right, it clears up doubts before Day 1.
Done wrong, and it can lead to HR headaches or legal disputes later.
That’s why our experts created this guide on how to write an appointment letter the right way. This article includes everything that you need to know.
What Is an Appointment Letter? Definition & Origin
An appointment letter is a written confirmation that someone has been hired. It includes all the important details: Job title, Salary, Joining date, Office location, and more. Unlike a casual offer email, it’s more detailed.
These letters weren’t always a thing. Back in the day, most offers were verbal. But once labour laws tightened around the 1950s, companies started putting things in writing.
It is mandatory in countries like UAE and India for labour compliance.
Why Do Appointment Letters Matter? Legal Importance
They’re important for a few key reasons:
- They make expectations clear from the start.
- They protect both the company and the employee.
- They show your company has a structured hiring process.
- They can help resolve conflicts later (you’ll have proof of what was agreed).
If you’re hiring internationally—especially in the UAE—written terms are a must. Verbal agreements won’t cut it.
Appointment Letter vs Offer Letter: What’s the Difference?
Here are the key differences between appointment letter and offer letter:
Offer Letter
- Short and to the point
- Shows your intention to hire
- Usually sent by email
Appointment Letter
- More formal
- Includes job terms, salary, working hours, policies
- Signed by both sides
In the UAE, companies often send the offer first. They issue the appointment letter only after the candidate accepts
What to Include in an Appointment Letter
Here’s what every proper appointment letter should cover:
Basic Information
- Company name and address
- Date of issuance
Candidate Details
- Full name
- Role offered
- Office location
- Reporting manager
Compensation
- Monthly salary (break down base + allowances)
- Any performance bonus or commission
- Salary during probation, if different
Work Details
- Start date
- Working hours
- Weekly offs
- Leave policy
Responsibilities
- Short list of main tasks
Probation Terms
- Duration (usually 3 or 6 months)
- What happens after the probation ends
- Policies
- Confidentiality or NDA agreement
- Employee code of conduct
Termination Clause
- Notice Period
Signature Block
- Employer signature + stamp
- Candidate’s signature + date
Simple Appointment Letter Template (Editable)
Here’s a basic structure you can customize for any company:
[Your Company Name & Logo]
[Company Address]
[Date]
To,
[Candidate’s Name]
[Candidate’s Address]
Subject: Appointment for the role of [Job Title]
Dear [First Name],
We’re glad to offer you the role of [Job Title] at [Company Name]. Below are the details of your appointment:
- Start Date: [Insert date]
- Location: [Office address or remote]
- Salary: AED [Base] + AED [Allowance], paid monthly
- Probation Period: [e.g., 3 months]. During this time, your salary remains the same and your performance will be reviewed.
- Working Hours: [e.g., 9 AM to 6 PM, Sunday to Thursday]
- Annual Leave: [e.g., 30 days after completing probation]
Your key responsibilities include:
- [Brief task 1]
- [Brief task 2]
- [Brief task 3]
You are expected to follow all company policies. Breach of confidentiality or misconduct may result in termination.
Notice Period: Either party must give [30 days] written notice to end this employment.
Please sign and return a copy of this letter by [confirmation deadline].
We’re excited to welcome you to the team.
Warm regards,
[Your Name]
[Your Title]
[Company Stamp if applicable]
Accepted by:
[Candidate’s Signature]
Date: ___________
Appointment Letters in the UAE: What’s Different?
When writing a job offer letter or appointment letter for UAE, there are a few extra things to keep in mind:
- Salaries should always be listed in AED.
- Mention who is responsible for visa sponsorship.
- If accommodation or transport allowance is part of the package, state it clearly.
- Employers in UAE must provide medical insurance—add this to the benefits section.
- Explain gratuity and end-of-service benefits briefly as per UAE Labour Law.
Sample Job Offer Letter Format UAE
[Company Logo]
[Company Name (UAE Branch)]
[UAE Address & P.O. Box]
[Date]
To,
[Candidate Name]
[Address]
Subject: Job Offer – [Job Title]
Dear [Candidate Name],
We are delighted to offer you the position of [Job Title] at our UAE office. Below are your employment details:
- Monthly salary: AED [Basic] + AED [Housing Allowance] + AED [Transport Allowance]
- Benefits:
- Employment visa & health insurance (family coverage upon eligibility)
- Annual leave of [30 days]
- End of service gratuity as per UAE Labour Law
- Probation: 90 days, extendable by 90 days with mutual consent
- Working hours: Sunday to Thursday, [9 AM – 6 PM]
- Work location: [Dubai / Abu Dhabi / Sharjah office]
- Start date: [Date]
Please sign and return this letter by [Date] to confirm your acceptance. A detailed appointment letter will follow upon receipt of your signed offer.
We look forward to having you on board.
Warm regards,
[HR Manager Name]
[Title]
[Company Name]
[Contact Details]
Common Mistakes to Avoid
Avoid these pitfalls:
- Vague Salary Terms: Don’t say “competitive salary.” State exact figures.
- Missing Visa Details (UAE): Always clarify who handles visa/work permit.
- No Start Date: Leads to confusion.
- Overly Legal Jargon: Keep it clear and concise.
- Forgetting Signatures: Both parties must sign.
- No Policy References: If you have an employee handbook, reference it.
FAQs on Writing Appointment Letters
+When should I send the appointment letter?
After the candidate signs the offer letter. Ideally within a week.
+Can I email the appointment letter?
Yes. Send a PDF and request a signed copy in return.
+Do I need a legal review?
For unique clauses or high-level roles, yes. Otherwise, HR can usually draft it.
+What if the candidate requests changes?
Negotiate before finalizing. Update the letter with tracked changes.
Final Checklist Before Sending
- Use branded letterhead or template.
- Check for consistency in salary, dates, and spelling.
- Add any legal or policy references (if relevant).
- Sign it yourself and leave space for the candidate’s signature.
- Attach any documents they need to read or sign.
Final Word
Appointment letters are more than just paperwork. They’re your first formal handshake with the new hire. They show your company is organized, transparent, and trustworthy.
So whether you’re drafting one from scratch or tweaking a template, aim for clarity. Use simple language. Be specific. And remember—this letter kicks off a professional relationship.
Make it count.
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