Appointment letter template
A formal appointment letter confirming role, start date, compensation, probation, and working terms for new joiners.
Try this template
1 · Edit the data
2 · Download the PDF
Generated locally in your browser. Nothing you type here is uploaded, stored, or sent to a server.
Edit the values and download the PDF — generated locally in your browser, no account needed.
What this document is
An appointment letter confirms employment after an offer is accepted. It records the designation, start date, salary, probation period, and work location, and is often the document employees later use as employment proof.
Who uses it
HR departments, schools and colleges appointing staff, and agencies formalizing placements.
When to send it
Issue it on or before the joining date, once documents are verified. Batch generation is useful when several joiners start on the same day.
How batch generation works
- 1Open the template in the studio and adjust the layout, colors, or wording in the visual editor.
- 2Import your data — upload a CSV or XLSX, paste from a spreadsheet, or type a single record.
- 3Map your columns to the template's fields; exact matches connect automatically and fuzzy matches wait for your confirmation.
- 4Review validation: every row is checked for missing required values, bad dates or numbers, and duplicate filenames.
- 5Generate: up to 25 documents locally in your browser for free, or hundreds through a secure cloud batch with per-row results.
Common mistakes to avoid
- Inconsistent probation terms across a batch — keep the probation months in your spreadsheet so every letter matches your records.
- Missing employee IDs; the template treats the ID as required so a blank row fails validation instead of producing an incomplete letter.
- Vague salary period. The template states a monthly figure explicitly.
Privacy
The preview above and all local batches run entirely in your browser — names, amounts, and other values are never uploaded. Cloud batches are explicit, isolated per workspace, protected by short-lived signed links, and deleted at the end of a visible retention window (or earlier, on your request).