What an appointment letter covers
The appointment letter is the reference point for almost every later question about the job. When an employee disputes a notice period, asks whether they are still on probation or claims a benefit, HR goes back to this letter. It should therefore be complete, consistent with the offer letter and signed by an authorized person.
- Name, employee code, designation, grade and work location
- Date of joining and type of employment: permanent, fixed-term or probationer
- Salary, with the salary structure as an annexure
- Probation length and how confirmation works
- Working hours, weekly off, leave and holidays, or a reference to the policy
- Notice period, termination terms, confidentiality and conduct clauses
The position under the Labour Codes
The four Labour Codes came into force on 21 November 2025, and under the OSH Code an appointment letter must be issued to every employee, not only to managers or permanent staff. That includes shop floor workers, delivery staff and fixed-term employees, who hold full employee status under the Industrial Relations Code. Employers who relied on verbal appointments for frontline staff should review their records and issue letters. For detail, see the appointment letter rules.
How HR prepares and stores it
Use one template per employment type and fill it from the employee master data, so the name, designation and pay match payroll exactly. Issue it on day one, get a signed copy back and keep it in the personnel file. When terms change through a promotion, transfer or salary revision, issue a separate letter recording the change instead of editing the original. ZeniaHR's HR letter library keeps formats by category, and issued letters can be stored in the employee's documents. More formats are in HR letters.
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Is an appointment letter mandatory in India?
Yes. Under the OSH Code, which came into force on 21 November 2025, an appointment letter must be issued to every employee. This covers all employees, including frontline and fixed-term staff, not only managers. The letter should state the designation, pay, joining date and the terms of employment. Keep a signed copy in the employee's file.
When is an appointment letter given to an employee?
An appointment letter is usually given on the date of joining, once the employee completes joining formalities. Some companies issue it a few days later, after documents are checked, and a few combine it with the offer letter before joining. Whatever the practice, do not leave an employee working without one, and issue a fresh letter or an addendum whenever the terms change.
What is the difference between an appointment letter and a confirmation letter?
The appointment letter starts the employment and sets its terms, including the probation period. The confirmation letter is issued when probation ends successfully and confirms the employee's status, sometimes with changed terms such as a longer notice period. The confirmation letter refers back to the appointment letter, and both belong in the employee's personnel file.