Professional Documents
Culture Documents
Reference:
Date:
APPOINTMENT AS ....................................................
We are pleased to offer you employment in the position of (State Title of Position and
Grade, if any with effect from ... (state date).
1. BASE SALARY
Your starting salary is ... (state amount) per month.
2. ALLOWANCES
May include cost of living allowance, hazards allowance, housing allowance,
entertainment allowance, etc.
Example: You are entitled to ... (state type) allowance of ... (state amount) per
month.
3. PROBATION
The probation period is the length of time given to the employee to learn about the
job. Legislation may impose the length of the probationary period. This is the norm
found in every sample appointment letter.
Example: You are required to serve a probationary period of ... (state period in
weeks) after which your service will be confirmed subject to satisfactory
performance. The probationaryperiod may be extended or shortened at the absolute
discretion of the Company. During the probationary period, the appointmentmay be
terminated by either party giving ... (state period in weeks) notice in writing to the
other party or on payment of one (1) month salary in lieu of notice.
Example: "You are required to perform the duties and responsibilities related to your
position at any division, department or section in the Company or within the Group
of Companies. You will be deployed at .......... (state place)."
5. WORKING HOURS
This is where the details of the working hours and lunchtime / rest are stated.
Different sample appointment letter puts it differently. The aim is the same.
Example:
"Monday to Friday: 8.00 a.m. to 5.00 p.m.
Lunch time: 12.00 noon to 1.00 p.m.
Two (2) tea breaks of 15 minutes each.
The Company reserves the right to change your working days and hours."
(Note that the working hours for shift workers are different.)
6. ANNUAL LEAVE/HOLIDAYS
This states the number of days given to employees and the number of public
holidays observed by the Company. The number of days of annual leave is subject to
a minimum for certain groups of employees as provided for under legislation. There
are also public holidays that organizations are required to observe. If possible,
request for sample appointment letter from other organizations so that you can
verify the figures.
Example:
You are entitled to ... (state number of days) annual leave in addition to ... (state
number of days)gazetted holidays observed by the Company."
7. TRANSFER/SECONDMENT
Here, you reserve the right to transfer or second employees.
Example:
You are subject to transfer or secondment to any place where the Company has an
office or when required in the course of performing your duties.
8. MEDICAL / SURGICAL
This is where you state the details of medical and / or surgical expenses your
organization iswilling to pay for. You may want to specify the maximum amount. It
can be for a year or per visit.
9. PROVIDENT FUND
This states the contribution to Employees Provident Fund (if any). Legislation may
provide for this.
10. GROUP PERSONAL ACCIDENT INSURANCE (GPA)
This may be a rider on group life insurance or has a a rider on "hospitalization and
surgical".
11. RULES, REGULATIONS & CONFIDENTIALITY
It is important to state this especially when your organization has no written
disciplinary rules and procedures. Sample appointment letters will help.
Example:
"You shall at all times, devote your full attention and skill to the affairs of the
Company and will endeavor to your utmost ability to promote and advance the
interests of the Company.
12. TERMINATION
This is an important provision. Most if not all appointment letters contain this term.
Example:
"After confirmation of your employment, notice of termination of employment will be
three (3) month’s notice in writing or three (3) month’s salary in lieu of notice from
either party.
13. RETIREMENT
In the public sector, the compulsory retirement age is imposed by legislation. Other
organizations have the option of using such retirement age or any other age subject
to legal provisions, if any.
Example:
The retiring age is at fifty-five (55) years.
In the absence of evidence of the exact date of birth the employee shall retire on 31st
December of the year the employee attains fifty-five years of age. You can include this in
the appointment letter.
(Note: The retirement age may differ from country to country, from organization to
organization and whether you are working in the public or private sector.)
**If you find that the terms are favorable, please indicate your acceptance within thirty
(30) from the date of this letter.
This offer will automatically lapse and can no longer be accepted if we do not hear from you
by the stipulated date.**
Thank you.
Yours sincerely,
for and on behalf of ... (Name of organization)
(signature)
Managing Director
(Name of CEO and designation)