Letter Details
Branding
Company Information
Candidate Information
Wording Style
Compensation (optional)
Probation (optional)
Issued By
Live Preview
Dear Candidate,
Sincerely,
Short Description
Once a candidate has accepted your offer, the Appointment Letter Generator helps you turn that into an official, professional confirmation of their new role. Add their position, start date, reporting manager, and any compensation or probation terms, choose a letterhead design that matches your brand, and produce a print-ready appointment letter in minutes — a much faster path than starting from a blank document every time you bring someone on board.
How to Use This Tool?
1. Add your branding (optional).
Upload your company logo, which stays in your browser and appears in the letter header — nothing is uploaded to any server. If you print on physical letterhead paper instead, check “Leave space at top for pre-printed letterhead” and set the height to reserve, so the tool leaves that area blank.
2. Fill in your company information.
Company name, address, and contact details go here. The date defaults to today and a reference number is auto-generated (both editable).
3. Enter the candidate’s details.
Add their name, job title, and department (department is optional). Choose the employment type — full-time, part-time, contract, or internship — and set their joining/start date.
4. Add reporting and location details (optional).
If relevant, fill in who they’ll report to and where they’ll be based. Leave either blank and that sentence simply won’t appear in the letter — there’s no awkward placeholder text.
5. Choose a wording style.
Standard, Detailed/Formal, or Concise — each rewrites the actual appointment announcement to match the tone you want.
6. Add compensation (optional).
Check “Include compensation details” if you want a salary line, then enter the amount and whether it’s per year, month, or hour.
7. Add a probation period (optional).
If your company uses probation periods, check the box and specify the length (e.g., “3 months”). This adds its own separate sentence about performance review during that period.
8. Pick a letterhead design.
Six options sit in a scrollable row above the live preview — Classic Corporate, Modern Bold, Minimal Executive, Traditional Formal, Sidebar Accent, and Two-Tone Block. Click any one and the preview updates instantly.
9. Fill in who’s issuing the letter and any extra notes.
Add the issuer’s name and title, plus any additional terms you want mentioned that aren’t covered elsewhere.
10. Check the live preview as you go.
The letter on the right builds itself in real time. Blank fields simply don’t appear in the output — you’ll never see bracketed placeholder text like “[Job Title]” in a printed or saved letter.
11. Print or save as a PDF.
The “Print / Save as PDF” button sits in the top-right toolbar so it’s easy to find. Clicking it opens your browser’s print dialog — pick your printer for a hard copy, or “Save as PDF” for a digital file. The letter prints cleanly on its own, without your site’s header, footer, or any blank extra pages.
12. Reset for the next candidate.
The “Reset” button clears all fields, removes the uploaded logo, and returns the letterhead design to the default, so you’re ready to generate the next appointment letter right away.
A quick note on wording: unlike a plain offer, an appointment letter usually confirms a decision that’s already been made — the tone templates reflect that (e.g., “We are pleased to offer you the position of…” rather than language implying the decision is still pending). If you’re sending this before the candidate has formally accepted, you may want to use the separate Offer Letter Generator instead, which is built for that earlier stage of hiring.