Every Company owners should read this.

Research shows that, out of 100% of companies worldwide, 25% ends in resolved dispute with their employees before the end of the year. This is because, most companies falls to issue or adhere to a stated terms which balances the employer and the employee in the company.

Every company tends to employ other hands to work for her to ease stress and increase productivity. Companies should consider issuing an ‘APPOINTMENT LETTER’ to every employee before considering them to be her staff. This is an official step/task and should be considered before the employee begins work.

Appointment Letter is a legally binding document that confirms that an employee has been offered position in the company/organization and they have accepted the terms in exchange for a salary. An Appointment Letter can also be said to be the next step of interaction between a company and an employee.

An appointment letter describes what is expected of the new employee and the role they will play in the organization/company. This letter is a binding document and should contain all the information necessary for an employee to begin work for the company.

Formats of a good Appointment Letter:

There are guidelines that should be followed when writing an appointment letter. Following a basic outline can prevent any divergence which might arise between the employer and employee. An appointment letter must state clearly the key components of the employee’s job. It must also have no errors or paradoxes in it. This letter totally serves as a contract and it is important to have the company’s terms and condition for employment. It must state what is expected of the employee, how many hours they must work per day and the employee’s salary. It should be written on a company’s letterhead. It should contain the contact information of the person who wrote the letter. It should contain the employee’s address as was used on their application letter.

There should be a one-line spacing between the heading and the first paragraph of the body of the letter. The first paragraph should include information of what position the employee is expected to hold. The remaining paragraphs should list all the terms both the employee and employer agree to without any contradictions. The letter should close with the person responsible for hiring and firing employees and not a sub-personnel in the company.


Sample of a well Outline Appointment Letter:


[Company’s Registered Name]

[Company’s address]

[Company’s E-mail]

[Company’s Phone Number]

[Employee’s Name]

[Employee’s Address]


[Company’s Address]

Nigeria.

[Date]


Dear Sir,

[Subject of the letter] APPOINTMENT FOR THE POSITION OF A CLASSROOM TEACHER

Following your application for a position of a teacher on August 17, 2017 to [Company’s Name], and subsequent interviews on September 10, 2017, I am glad to inform you that you passed the interview.

Effective from September 15, 2017, you have been appointed as a teacher to occupy the position of the classroom teacher for primary 5 with an annual starting salary of Ten Thousand Naira (N10, 000). Other allowances and benefits admissible in your pay scale are outlined in the attached letter. You are to resume work from the period of 7:30am to 2:30pm, except matter of urgency arises. You are kindly requested to respond to this letter within 10 days on whether you accept this offer.

This appointment is permanent and all terminal benefits are attached.

Should you accept this offer, your probation will start immediately and will take 3 months. Your services can be terminated during your probation without any notice, based on your conduct. Also, probation period may be extended.

Find attached other terms of your employment, your duties and responsibility, and our rules of engagement.

Welcome to [Company’s name].

Congratulations on your appointment!


Yours Sincerely,

[Employer’s name]

Proprietress.