Appointment Letter
Overview
Appointment Letter – Business Overview
Appointment Letter is a formal business document used to officially confirm a job offer to a selected candidate. In Dafater, it serves as the organization’s written commitment outlining the terms of employment and marks the transition from candidate selection to employee onboarding.
Purpose in Business Operations
The Appointment Letter is used to: - Formally appoint a candidate to a specific role - Clearly communicate employment terms such as position, start date, compensation, and reporting structure - Provide legal and organizational clarity before the employee joins - Create a documented agreement that aligns expectations between the company and the new hire
It acts as the final confirmation after a candidate has accepted the offer verbally or through an offer stage.
Prerequisites and Setup Requirements
Before issuing an Appointment Letter, businesses typically ensure: - The candidate selection process is complete and approved - Role, department, and reporting manager are clearly defined - Compensation structure and employment type are finalized - Internal approvals for hiring and salary are in place - Standard appointment letter content and policies are agreed upon by management and HR
Having these elements ready ensures consistency and avoids revisions later.
Typical Workflow and Business Fit
- Candidate Finalized – The organization selects the preferred candidate.
- Internal Approval – Hiring and compensation details are approved.
- Appointment Letter Issued – The Appointment Letter is prepared and shared with the candidate.
- Candidate Acceptance – The candidate reviews and accepts the Appointment Letter.
- Onboarding Trigger – Acceptance of the Appointment Letter initiates onboarding and employee record creation.
This document acts as the bridge between recruitment and active employment in Dafater.
Key Business Scenarios Where It Is Essential
- Hiring full-time, part-time, or contractual employees
- Expanding teams due to business growth
- Replacing existing roles or backfilling positions
- Standardizing hiring practices across departments
- Supporting compliance and audit requirements related to employment
Without an Appointment Letter, employment terms may remain unclear or legally weak.
Important Considerations for Users
- Ensure all details in the Appointment Letter are accurate and approved before issuing
- Use clear and unambiguous language to avoid misunderstandings
- Align the Appointment Letter with company policies and labor regulations
- Maintain consistency in format and content across all appointments
- Treat the Appointment Letter as a formal and binding business document
A well-prepared Appointment Letter in Dafater strengthens professionalism, builds trust with new hires, and ensures a smooth start to the employment relationship.
Basic Information
- Module: HR
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| job_applicant | Job Applicant | Link | ✓ | Job Applicant | Selected candidate linked from Dafater recruitment records. |
| applicant_name | Applicant Name | Data | ✓ | - | Full name of the selected applicant for the appointment. |
| company | Company | Link | ✓ | Company | Company issuing the appointment letter within Dafater. |
| appointment_date | Appointment Date | Date | ✓ | - | Official date the appointment becomes effective. |
| appointmentlettertemplate | Appointment Letter Template | Link | ✓ | Appointment Letter Template | Template defining standardized appointment letter content in Dafater. |
| introduction | Introduction | Long Text | ✓ | - | Introductory message welcoming the candidate and outlining the offer. |
| terms | Terms | Table | ✓ | Appointment Letter content | Detailed employment terms and conditions included in the appointment. |
| closing_notes | Closing Notes | Text | - | Closing remarks, acknowledgements, and next steps for the candidate. |
Child Tables
Terms (Appointment Letter content)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| title | Title | Data | ✓ | - | Appointment letter title used in Dafater documents. |
| description | Description | Long Text | ✓ | - | Detailed appointment letter content managed within Dafater. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| HR Manager | ✓ | ✓ | ✓ | ✓ | ||
| System Manager | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Appointment Letter Template | Links to | HR |
| Company | Links to | Setup |
| Job Applicant | Links to | HR |