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Appointment Letter

This letter is written seeking appointment with a higher official of any company or government office regarding some survey or in order to discuss some official matters.

  • Writing a request letter for appointment should be done giving all the details.
  • The need for appointment should be clearly explained in the letter.
  • It should be short, precise and clear.

Appointment Letter Template

Use our free Appointment Letter to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.

_____________ ( your address)

_____________  ( address of the person the letter is addressed to)

Date: _________________ ( Date of which letter is written)

Dear_______________ (name of the employee),

We are conducting a survey on ……………………(mention subject). Yours is one of the important departments in our office. The performance of your division is important for the overall rating of the company.

We request you to participate in this survey which is likely to bring a sea change in the overall performance of the company. We understand that your department is always busy and is difficult to spare time other activities. But if you can take out a few minutes every day for one week duration, we can complete our survey.

Please confirm your availability as we would like to finalize the details of the participatory departments and start the survey. The presence of your department is very crucial for the successful completion of the survey.

We have spoken to the Managing Director and cleared all the hurdles for your participation. We are attaching the documents signed by the MD.

We hope to hear from you at the earliest so that we can start off the process of survey. We appreciate your participation which will make it a huge success.

We shall await your response in this regard.

Yours sincerely,

________________ (your name)
________________ (your department)

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Appointment Letter Sample, Email and Example/Format





_____________ ( your address)

_____________  ( address of the person the letter is addressed to)

Date: _________________ ( Date of which letter is written)

Dear Sir,

We are conducting a survey on the effectiveness of some of the office procedures and the efficiency of the process. The results are expected to be positive which will make the techniques useful for the office. The data gathered in the surveys are collected and a presentation is slated in the meeting likely to be conducted in November 2013 at the International Seminar, wherein every department is participating in the presentation.

Our survey has given positive results and we are encouraged by the huge support it is being given by our office staff and other members. It is one of the prestigious surveys conducted by our office. Hope you will understand its importance and participate in the survey.

In relation to this, we are seeking permission from your department to hold an interview with your staff members and you as a part of survey.

We hope that you will give the permission to conduct the survey and be a responsible member of the office. This survey is bound to make a difference regarding the office procedures.

Yours sincerely,

Harish Gupta

Email Format


An Appointment letter is usually an official letter written either by the immediate superior or by the hierarchical superior to an individual who has been found eligible for the job advertised or applied for. The Letter of Appointment comes into play after a series of hiring procedures have been followed by the organization to eliminate most applicants for the job and finding that one suitable candidate eligible for the profile. The hiring procedures that the companies may follow could be classified in the following heads:

Subject: Your application for the post of _______________

Dear Ms/Mr _______________

We are in receipt of your application for the post of _____________. We are pleased to inform you that our organization has found you eligible for the profile described.

You are requested to report at our office as per address given below at 9:30AM on ___________ (date from when the individual is expected to join) in approval to your appointment.

Name of the Company

Complete address with phone numbers/landmarks (if any)

This is to inform you that this letter will be null and void in case you do not report at the date and time specified in this letter.

As per our Company policy, you will be on Contract for a period of _____ (specify the period as per the HR policy) and then, based on your performance and review you will be taken to the next level of employment in the organization.

During your Contract period you are entitled to take ________ (specify the leaves that the employee can take as per your Leave policy). In cases of emergency for any extra leave requests however the decision will be upon the management.

We hope to have a long successful professional relationship with you and wish you all the very best.

Yours sincerely


(Designation of the authority)
cc: Human Resource Department

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