Appointment Orders

Presented By :
Abhinav M
MBA 1sem
DCMS
Presentation At A Glance

 Introduction

 Appointment Letter

 Important Points In an Appointment Letter

 Confirmation Letter

 Conclusion
Introduction
 An employee gets 3 types of letters during his
career before he is confirmed as an employee in
an organization.
They are:

 Trainee

 Probation

 Confirmation
Appointment Order
 Definition: When a candidate is selected for
appointment he is given a letter called letter
of employment.

 This letter is in nature of an order. So it is

also known as appointment order.
Important Points To Be Covered In
An Appointment Letter
 Convey the appointment with words of
congratulations.
 If it is an important vacancy being filled in,

tell the appointee what work is expected of

him.
 Give the date and time of reporting to duty

and the name of the person to report to.

 Mention whether the appointment is

probationary/permanent or temporary and

the period of probation or the expiry date of
the temporary vacancy
Contd.
 Mention the salary, allowances, perquisites
and other benefits the appointee is entitled
to.
 Request the appointee to convey his

acceptance.
 Express the hope that the appointee will have

a pleasant association with the firm.

Format Of Appointment Letter
Company’s Name

DATE

To Address

Dear
Subject:

Yours Faithfully,
T.S.Chawla
Managing Director
Sample of an Appointment Letter
JAINSONS INDUSTRIES
27 Noida, U.P
11 October,2010

Mr. Vipin Sethi

23 Maya Enclave
New Delhi

Dear Mr. Sethi

Subject: Appointment as Purchase Officer
With reference to your application dated 25 August, 2010 and subsequent personal
interview you had with us on 5 September , 2010, we are pleased to offer you the post of
purchase officer in our firm subjected to following terms and conditions:

 The post will carry the pay scale of Rs 5000-70-9000. You will also be entitled to
Dearness allowance, House Rent Allowance, Conveyance allowance, Canteen subsidy,
bonuses and gratuity benefits as per company’s rules as applicable to the employees of
your category from time to time.
 You will be on probation for a period of 1 year from the
date of joining, during which your services may be
terminated at any time without any notice.
 You will be confirmed only after successful completion

of the probation.
Please inform your acceptance immediately and report
for duty to Mr.T.S.Krishnamurthy, Deputy General
Manager, 27, Noida, Delhi, on or before 21 October,
2010 at 10:30 a.m.
We look forward to a happy association with you.
Yours Faithfully,

T.S. Chawla
General Manager
Confirmation Letter
 During the period of probation, the employee’s work is carefully
watched and if it is found satisfactory his services are
confirmed. The sample is given below:

20th January, 2010

Mr. Sarath Kumar

23, Maya Enclave
New Delhi

Dear Mr. Kumar,

We are pleased to convey that you have completed 3 months of

probation period successfully and we have the pleasure in
informing you that, your services are being confirmed as Purchase
officer with effect from 01/02/2010. Your salary has been revised
to Rs20,000 with effect from your date of confirmation. You will
receive your salary on or before the 2nd
of every month.
All other terms & conditions mentioned in the
appointment letter remains the same. Please signify your
acceptance of the terms and conditions by signing this
confirmation letter and returning it to me at the earliest.
We look forward to your valuable contributions and wish
you all the very best for a rewarding career with the
organization.

Sincerely,
David Hunter
Managing Director

I hereby accept the company’s terms and conditions

mentioned above and also confirm my taking up the
position of Purchase Officer from 1st Feb, 2010.

Signed:
Date:
Extension Of Probation Period

 Where the progress warrants some extra time

is given to the employee to improve his
efficiency or his general attitude towards, and
cooperation with, his other colleagues, the
confirmation is deferred and period of
probation extended.
Conclusion
 Apart from the above mentioned letters, there
may also arise a situation where the services of
the appointee may be terminated due to following
reasons:

 If the appointee does not come up to the

expectations of his employers.
 If his general conduct is unsatisfactory.
 If there arises a serious misunderstanding
between the employee and management.
REFERENCES:
 Scot Ober, Contemporary Business
Communication, Bizantra Publications, Fifth
Edition, 2004
 Rajendra Pal & J.S. Korlahalli, Essentials Of
Business Communications, Sultan Chand &
Sons, Twelfth Edition, 2009
 Reddy, Appannaiah and Raja Rao, Essentials Of
Business Communications, Himalaya Publishing
House,1992
 www.wikipedia.en
 www.scribd.com
 www.docstoc.com
THANK YOU!