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joining date or appointment date, the employee’s details, such as address, posting locality, expected hours of
Benefits, facilities, and wage (pay scale) specifics, as well as the organization’s duties, should all be
addressed.
This letter also contains the employee’s obligations as well as the tasks that he or she must complete as
This letter also contains the rules of promotion and the conditions for termination, as well as the leave policy,
Because it is for an official purpose, professional uniformity should be maintained as well as a sprig of lovely
welcome greet.
Before presenting this letter to the employee, all nooks and crannies of the organization’s regulations and
matter of final permission, his or her signature must be included in this letter.
The employee is required to sign the agreement as a final confirmation by the date specified by the
A copy of the appointment letter should be kept by each of the two parties who agreed to it.
An employee’s letter to the employer should include a government ID proof as proof of his or her
SL. APPOINTMENT
NO.
OFFER LETTER
LETTER
A final confirmation letter in The firm sends the eligible individual an offer letter with
statement form is delivered to the option to review the company’s advantages and terms,
3 the employee for the assigned and if he or she agrees, he or she can respond with his or
role in the case of an her signature and the information required by the
appointment letter. company.
It is presented to the employed
The offer letter always comes first, followed by the
4 individual following the offer
appointment letter.
letter.
Name of employee
Date:
Greetings, Mr./Mrs.___________,
Your total CTC will be INR ___________ /- (per annum CTC amount) payable in monthly instalments, subject to
statutory and other deductions as per company policy.
Probation Term: A six-month probation period will begin on the day of hire, which may be extended at the
discretion of ________ (company name).
Working Hours: The working hours will be ___ a.m. to ______ p.m. The firm usually operates six days a week. Your
managers will expect you to work the shift allotted to you. You will be expected to work six days a week, with
your weekly rest day not always being Sunday.
Leaves: Each year, you will be entitled to 15 annual leaves and 12 casual leaves. All leave requests must be filed
in writing to your supervisor prior to the specified duration of time.
Location for Employment: Your initial place of employment will be. Location name). However, depending on the
company’s needs, you may be transferred to any of the company’s branches.
Notice Period: You must offer a 90-day notice period. Depending on the priorities, the company may accept the
resignation immediately or within a time frame of less than one month to three months.
Yours Truly
Business Name)
Regarding your application for a job with Company Name, as well as the subsequent interviews you held with
us. We are pleased to offer you a position as an Accounts Executive in Grade G7 with our company.
Appointment: Your appointment as Accounts Executive began on ______(date), and you will be on probation for
six 6 months following your appointment.
Workplace: Your first assignment will be at the Organization’s Unit in Hyderabad, India. You may, however, be
relocated to another place due to organisational requirements.
We warmly welcome you to the Company Name family and wish you every success in your work with us.
Sincerely,
For________________,
Authorized Signatory
I thus recognise and agree to the terms and conditions of this Letter, and I further affirm and declare that I will
comply with the terms and conditions set out above.
The HR department should save a signed copy of your appointment letter. You should also preserve a copy of
your appointment letter for future reference.
Private Company Appointment Letter Format
Non-Executive Director
Date:
Dear Mr __________
I am pleased to confirm that the Board of ___________ Limited has resolved that you be offered a position as a
Non-executive Director of the Company. The purpose of this letter is to confirm the basis of your appointment
should you be willing to accept. Would you please sign and return the attached copy in acknowledgement?
Term of Appointment
Your appointment will be made pursuant to the Company’s Constitution and is initially for the period expiring at
the next Annual General Meeting, at which time shareholders will consider your re-election for a further period
of up to 3 years.
Thereafter, one-third of Directors retire by rotation annually and may offer themselves for reappointment.
You may resign by notice in writing at any time and, under the Corporations Act and the Constitution, your
appointment may cease in certain prescribed circumstances.
Role of Director
You will be expected to participate as an active member of the Board in:
I estimate that you would need to commit to at least 2 days per month to fulfil your directorial duties, including
adequately preparing for meetings, attendance and undertaking allocated follow-up tasks, office and site visits
as necessary, as well as being available for ad hoc discussions from time-to-time.
Disclosure
To enable compliance with the Corporations Act, the STOCK EXCHANGE Listing Rules and the
Constitution you are required to make certain disclosures related to and/or which might affect your role as a
director. These include:
giving notice to the Board of any relevant or material personal interest or conflict in relation to the affairs or
promptly advising details of any interests, or changes thereto, in the Company’s securities. With regard to the
securities trading provision, in accordance with STOCK EXCHANGE requirements this is reinforced by a letter
agreement setting out your obligations to the Company to enable it to meet its STOCK EXCHANGE reporting
deadlines.
Deed of Indemnity
Under the Corporations Act and the Constitution, you have certain rights with respect to access to Company
documents and to be indemnified for certain liabilities arising from your conduct or duties as a director. These
rights are reinforced by a Deed of Access & Indemnity executed by the Company in your favour.
Directors’ Insurance
The Company maintains Directors & Officers Insurance for Board members and meets all premiums. The current
policy provides indemnity up to a maximum of INR 10million.
Independent Advice
With the approval of the Chairman, you may seek independent professional advice, at the Company’s expense,
on any matter connected with the discharge of your responsibilities as a director. Copies of this advice must be
made available to, and for the benefit of, all Board members, unless the Chairman otherwise agrees. Company
Policies As an officer of the Company, you will be expected to act at all times in accordance with the
Company’s Constitution and comply with the Company’s corporate policies and procedures that relate to your
role as a director covering such areas as corporate governance, privacy and travel. Copies of these will be
provided to you.
Confidentiality
In your role as a director, you will be in possession of confidential information about the Company and its
affairs. You may only use that information in the proper performance of your duties or as required by law; you
must not use it to gain advantage for yourself or others, or to the detriment of the Company. We look forward to
your acceptance of the abovementioned offer.
Yours sincerely,
Chairman
Position offered
Below your signature on the letter, include an acknowledgment that the person has to sign to show their
Address
XYZ Company is pleased to offer you the position of Job Position. Your skills and experience will be an ideal fit
for our customer service department.
As we discussed, your starting date will be February 1, 20XX. The starting salary is Rs 25,000 per year and is
paid on a weekly basis.
Full family medical coverage will be provided through our company’s employee benefit plan and will be effective
on March 1. Dental and optical insurance are also available.
Company offers a flexible paid-time off plan which includes vacation, personal, and sick leave. Time off accrues
at the rate of one day per month for your first year, then increases based on your tenure with the company.
Please accept this letter as formal notification that I am leaving my position with XYZ company on DD MM
YYYY. I have greatly enjoyed working for you. I feel that I have learned a lot, and grown professionally during my
time in your employ. I appreciate the opportunity to have worked with such a great group of people.
Eligibility for the company retirement plan begins 90 Days after your start date.
If you choose to accept this job offer, please sign the second copy of this letter and return it to me at your
earliest convenience. When your acknowledgment is received, we will send you employee benefit enrolment
forms and an employee handbook which details our benefit plans and retirement plan.
Please let me know if you have any questions or I can provide any additional information.
Sincerely,
XYZ Company
– The body of the letter, which includes the job title, pay, location, probation term, and other information.
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