Appointment Letter

What is Appointment Letter?

An appointment letter is the binding employment contract handed to an employee on or shortly after joining. Unlike the offer letter, which is pre-joining and conditional, the appointment letter is the final agreement. It includes the confirmed CTC, designation, work location, probation period, notice period (during probation and after confirmation), confidentiality clause, non-compete (if any), intellectual property assignment, leave policy reference, and the company code of conduct. The employee signs two copies: one stays with HR, one goes back to the employee. Any future dispute (PIP, exit, recovery) refers back to this document, so it should be specific and unambiguous.

How Appointment Letter is used

Issue the appointment letter on day one of joining, not weeks later. Delay creates legal grey areas if something goes wrong early.

Appointment Letter FAQs

Difference between offer letter and appointment letter?

Offer letter is pre-joining and conditional. Appointment letter is post-joining and the actual contract. Both should be on file.

Can appointment letter terms be changed later?

Only with written consent from the employee. Salary structure changes, role changes, or new policies need an amendment letter signed by both sides.

Is an appointment letter mandatory in India?

Strongly recommended and required under the Code on Wages and Shops & Establishments Acts. Without it, proving terms during disputes becomes very hard.