What a Letter of Appointment Is and What It Should Contain

A letter of appointment is the written offer a company gives you when you've been hired

A letter of appointment is a formal document from an employer stating that you have been offered a job, what the job is, when you start, what you'll be paid, and the main terms of your employment. It is not a contract in the legal sense — it's the employer's way of confirming the offer you've already accepted verbally or in conversation. You sign it to show you agree to those terms, and the employer signs it to show the offer is real and binding.

The letter serves as proof of employment for background checks, visa applications, loan applications, and housing verification. It also protects both you and the employer by putting the basic facts in writing so there's no confusion later about when you start, what role you're filling, or what you're being paid.

Key Takeaways

• A letter of appointment confirms a job offer in writing and includes your job title, start date, salary, and main employment terms.
• You will need to sign and return the letter to the employer, and they will sign it to make the offer official and binding.
• Keep a copy for your records — you'll need it for background checks, loans, housing applications, and visa sponsorship.
• If something in the letter doesn't match what was discussed, ask the employer to correct it before you sign.

What information should be in the letter

A complete letter of appointment includes your full legal name, the job title you're being hired for, the department or team you'll work in, and the date you're expected to start. It states whether the position is full-time, part-time, temporary, or contract, and for how long if it's not permanent.

The letter should show your base salary or hourly wage, how often you'll be paid (weekly, biweekly, monthly), and whether there are bonuses, commissions, or other compensation. It covers benefits you're may have access to to — health insurance, retirement contributions, paid time off, sick leave — and any conditions that apply, such as a probationary period. It may also mention reporting structure (who your manager is), location of work, and whether the job involves travel or relocation.

Some letters include a non-disclosure agreement, confidentiality clause, or reference to the employee handbook. Others state that employment is "at will," meaning either party can end it without cause. Read every section carefully, because these terms affect your rights.

What to do before you sign

Before signing, compare the letter to what was discussed during the hiring process. Check that the job title, start date, salary, and benefits match what you were told. If the letter says you'll work in a different location, have different hours, or earn less than you agreed, contact the employer and ask for a corrected version. Do not sign a letter that contains terms you did not agree to.

If the letter is vague about something important — such as whether you're permanent or temporary, or what "competitive salary" actually means — ask the employer to be specific. It's easier to clarify before you sign than to dispute it later.

Take time to read any attached policies or handbooks, especially sections on confidentiality, non-compete clauses, or grounds for termination. If you don't understand a clause, ask the employer or a lawyer to explain it. Some employers will negotiate terms before you sign; others will not. Either way, you have the right to understand what you're agreeing to.

How to sign and return the letter

Most employers ask you to sign two copies of the letter — one for you to keep and one for their records. Sign your full legal name in the space provided, and print the date you sign it. Some employers may ask you to initial each page or have a witness present, though this is less common for appointment letters.

Return the signed copy to the person who sent it to you, usually the HR department or hiring manager. You can return it by email, in person, or by mail, depending on what the employer requests. Keep your signed copy in a safe place — you'll need it for background checks, mortgage applications, visa sponsorship, and proof of employment.

If the employer asks you to sign electronically, using a platform like DocuSign or Adobe Sign, follow their instructions. Electronic signatures are legally binding in most places. Make sure you receive a copy of the fully signed letter for your records.

What happens after you sign

Once both you and the employer have signed, the letter of appointment becomes a binding agreement. The employer is committing to hire you on the terms stated, and you are committing to accept the job. This does not mean you cannot change your mind — you can still decline — but doing so after signing may have consequences depending on what the letter says about notice or penalties.

The employer will use the signed letter to process your hire: setting up payroll, ordering equipment, scheduling orientation, and running background checks. You may be asked to provide additional documents at this stage, such as proof of identity, tax forms (W-4 in the US), or direct deposit information.

Some letters include a condition that the offer is contingent on passing a background check, drug test, or reference check. If the letter says this, the employer can withdraw the offer if you don't pass. Make sure you understand any conditions before you sign.

When the letter is missing or incomplete

If you've been told you're hired but haven't received a letter of appointment, ask the employer for one in writing. Do not start work without one. A verbal offer is not enough proof of employment for background checks, loans, or visa applications, and it leaves you without documentation if there's a dispute later about your pay, hours, or job title.

If the employer says they don't use appointment letters, ask them to send you an email confirming the job title, start date, salary, and main terms. Print and keep that email. It's not as formal as a signed letter, but it's better than nothing and shows the employer was willing to put the offer in writing.

If you've already started work and still don't have a letter, bring it up with HR or your manager as soon as possible. The longer you wait, the harder it becomes to get the employer to document what was agreed. If the employer refuses to provide any written confirmation of your employment terms, that's a red flag.

Letters of appointment for different types of work

A letter of appointment for a permanent full-time job will look different from one for a temporary contract, freelance work, or part-time position. A temporary letter will state an end date and whether the position can be extended. A contract or freelance letter may specify the scope of work, deliverables, and payment schedule instead of salary and benefits.

For roles that require licensing or credentials — such as insurance agents, nurses, or accountants — the letter may state that employment is conditional on maintaining your license or certification. For positions with security clearances or sensitive access, the letter may include confidentiality and non-disclosure terms that are more detailed than usual.

If you're being hired for a role in a different country or sponsored for a visa, the letter of appointment is a key document for the visa application. Make sure it includes all the information the immigration authority requires, such as your job duties, salary, and the employer's registration details. Ask the employer if they've sponsored visas before and whether they know what information to include.

Frequently Asked Questions

Is a letter of appointment the same as an employment contract?

Not exactly. A letter of appointment is a formal offer and confirmation of hire. An employment contract is a more detailed legal document that covers rights, responsibilities, and dispute resolution. Some employers provide both; others provide only a letter. Either way, both are binding once signed.

Can an employer change the terms after I sign the letter?

Not without your agreement. Once you've both signed, the terms in the letter are what you've agreed to. If the employer wants to change your pay, hours, or job duties, they must ask your permission and usually provide a written amendment. You can refuse, though refusing may affect your job security depending on the reason for the change.

What if I find a mistake in the letter after I've signed it?

Contact the employer right away and ask them to issue a corrected version. Both of you can sign an amendment or a new letter that fixes the error. Do not ignore it — a mistake in writing can cause problems later with payroll, benefits, or proof of employment.

Do I need a lawyer to review my appointment letter?

For most standard jobs, no. If the letter is straightforward and matches what you discussed, you can sign it yourself. If the letter includes unusual clauses, non-compete agreements, or significant financial terms, or if you're unsure what something means, it's worth having a lawyer review it before you sign.

What should I do if the employer won't give me a signed copy?

Ask for one in writing. Explain that you need it for background checks, loans, or housing verification. If they refuse, send them an email summarizing what was agreed — job title, start date, salary, benefits — and ask them to confirm it in writing. Keep that email as your record of employment.