Appointment letter generator — numbered terms of employment on your letterhead

How to use the appointment letter generator

1. Fill in the issuer: Organisation name (issuer), Organisation address and contact, Letterhead colour.
2. Enter the Employee name, Employee address, Employee ID, Designation, Department, Place of work and Date of joining.
3. Set Annual compensation and Currency, Probation (months), Notice period after confirmation and Notice period during probation (days), and Working hours.
4. List Key duties and Additional terms, one per line.
5. Add the signatory, date, place and reference, then print two copies — one for the employee to sign and return.

What it does and when to use it

An appointment letter is the employer’s written record of the main terms of a job. Employees keep it, and both sides refer back to it when questions come up about notice, probation or pay.

The generated letter has the subject “Letter of appointment — [designation]”, a greeting by first name, and an opening paragraph confirming the designation, department, company, start date and employee ID. Duties are joined into one sentence: “Your key duties will include: …”. Then comes “The terms of your appointment are:” and a numbered list — Remuneration, Probation, Notice period, Working hours, Place of work and each of your additional terms. It asks the employee to sign and return the duplicate, and ends with an acceptance slip and the authorised-use note.

How it works

The template fills in your values and picks sentences by probation:

• Probation above 0 — “you will be on probation for N months from your date of joining”, plus both notice periods.
• Probation 0 — “there is no probation period; your employment is confirmed from your date of joining”, and one notice period.

Pay is shown in figures and words. Empty duty and clause boxes are skipped. Output is a printable letter and plain text, made in your browser.

Worked examples

The sample appointment. A product designer joining on 2 Nov 2026 with 6 months’ probation. Term 3 reads Notice period: during probation either party may end the employment with 15 days' written notice; after confirmation the notice period is 60 days. The list has eight terms in all.

No probation, UK salary. Probation 0, notice 30 days, £42,000 a year, no duties and no extra clauses. Term 1 states “£42,000.00 (Forty-two thousand pounds only)”, term 2 says employment is confirmed from the joining date, and term 3 reads Notice period: either party may end the employment with 30 days' written notice. The list stops at five terms.

Limits and tips

• Notice is written in days. If your contracts use weeks or months, convert, or edit the text copy.
• Keep the role’s duties in step with the job description you advertised.
• Pay details per month appear on each payslip; the letter states only the annual figure.