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Tips for Writing an Appointment Letter

An appointment letter is sent to a new employee when he/she is being officially hired for a position is an organization. Such letters may be either conveyed is a very formal tone or may be casual and welcoming. While writing those you should include details like for instance who will be attending the meeting, at what time the meeting will happen, the intention of the meeting, the venue, expected documents to be bought, and your contact details for people to be able to get hold of you.

Try to write as simple and clear as possible and do not make the letter longer than necessary. When writing an appointment letter, mention the reason for your meeting, describe what you plan to accomplish and let the reader to know how they will advantage from your meeting.

If you are writing the letter as part of a job search be sure to include your past experience, qualifications and any other relevant information.

Officially offering a position to a new employee has a specific etiquette that must be followed for documentation purposes. The appointment letter you write to the recipient signifies the formal start to your professional relationship. Below are a few tips and a sample on how to write such letters with precision.

Tips to Write an Appointment Letter:

  • It is a formal type of letter written on the formal business letter format.
  • The letter is required to be precise and to the point. It should convey the right information without dragging it long.
  • Start with your name, title, organization’s name, correspondence addresses and contact number. This should be same for the recipient too.
  • Mention the current date on the appointment letter.
  • Use proper salutation and greetings.
  • Directly address the person with whom you are setting up an appointment or to whom the job has been offered.
  • If you do not know the name of the person, use Dear Sir or Madam.
  • And if you know the name, use the title (Mr., Mrs., Miss or Ms, Dr, etc.) and the surname only.
  • The first paragraph should be short and state the purpose of the letter.
  • Also mention details like date of joining, salary and details related to the designation in the letter quite clearly.
  • If the letter is written to fix a meeting, mention details of the venue and duration of the meeting. Plus details about the documents that requires to be bought along.
  • The middle paragraphs should contain relevant information regarding the intention of writing.
  • If you are looking in for an immediate response, include the specific date or time by when you are expecting to get the response for your letter in the last paragraph.
  • It is advisable to keep the essential information organized in a clear and logical manner rather than expanding too much.
  • In the last Paragraph of the appointment letter state what action you expect the recipient to take in response.
  • Conclude your letter with a welcome note to make the person feel contented.
  • Proofread the letter and rectify the mistakes, thereafter send it to the concerned person.

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