What is the difference between an offer letter and an appointment letter?

An offer letter offers the job and the main terms, and the candidate can accept or decline. An appointment letter is issued when the candidate joins or is confirmed, and sets out the full terms and conditions of employment.

What should an appointment letter contain?

The job title, place of work, date of joining, salary, probation, working hours, leave, notice period, confidentiality and conduct terms, and a space for the employee to accept.

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Appointment Letter Generator

For HR teams and small businesses. Make an appointment letter for a permanent job, a fixed-term contract or an internship, with salary in words, probation, notice period and an acceptance block. Free, no login, and your data stays in your browser.

1. Type of appointment

2. Company

Company name *

Company address (optional)

Reference no. (optional)

Letter date

Signed by (name) *

Their designation

3. Candidate and position

Title

Candidate name *

Candidate address (optional)

Designation / position *

Department (optional)

Place of work *

Date of joining *

Reporting to (optional)

4. Pay and terms

Annual CTC (₹) *

Probation (months, 0 = none)

Duration (months)

Notice during probation (days)

Notice after confirmation (days)

Working hours and days (optional)

Ask candidate to sign and return by (optional)

Include confidentiality clause

Include background and document verification clause

List documents to bring on the joining date

Letter Preview

Your letter updates here as you type. Blanks (________) show missing details.

Print this on your company letterhead, sign it and add the company stamp. Give two copies, and keep the one the employee signs. Check the terms against your company policy and applicable labour laws.

About the Appointment Letter Generator

An appointment letter is the formal document that confirms a person's job, pay and terms of employment. This free tool by Toolvala.in helps HR teams and small business owners in India write one in a clear, standard format for a permanent job, a fixed-term contract or an internship. The salary is written in figures and in words, and the letter ends with an acceptance block for the employee.

Offer letter or appointment letter?

An offer letter offers the job with the main terms, and the candidate can accept or decline. An appointment letter is issued when the person joins, and sets out the full terms and conditions. Some companies use one letter for both. This tool works for either.

Tips

State the pay clearly and share the salary break-up in a separate sheet.
Write the probation and notice terms exactly as your policy says.
Give the employee a signed copy and keep the other signed by them.
This is a general template, not legal advice. For senior roles or special terms, ask a lawyer or HR consultant to review it.

FAQ

Is an appointment letter mandatory?

It is not a single law for every business, but giving written terms of employment is good practice and protects both sides. Some state shops and establishments rules also expect written appointment terms.

Can I use it for a part-time or contract worker?

Yes. Use "Fixed-term contract" for a contract with an end date, and edit the working hours line for part-time work.