Being the HR Manager of your company, you are the one who needs to send various letters in relation with recruitment like Appointment Letter for Internship Trainee and selected candidates, Job Offer Letter With Probationary Period etc. Thanks to technology, communication has become really fast and seamless. Therefore, sending Appointment Letters on email is the new trend. HR Managers are sending emails as appointment letters. Not only that, requests for appointment letter or offer letter to HR are sent through emails.
In this post, we have discussed useful steps in writing an email white giving appointment letter along with a sample email appointment letter format for easy reference for the readers.
How To Write a Mail for Appointment Letter?
Here are a few steps that must be kept in mind while sending a mail to the selected candidate along with an appointment letter:
- Keep this email to the point and short. There is no need to include any unrelated information in it.
- Keep it formal.
- Mention the reference number of the application form or the date on which the interview was conducted or the profile or all the above.
- Mention about enclosing the Appointment Letter with the email.
- Do ask the candidate to sign and send a copy if the candidate accepts the appointment.
Sample Format for Email When Giving Appointment Letter
Dear Ms. Shikha,
This is in reference to your job application form number 1234 dated 20th May, 2018 for the profile of Marketing Executive and the subsequent interview which was conducted on 10th June, 2018.
We are elated to inform you that you have been selected for the profile of Marketing Executive with K.P. Technologies and I welcome you abroad on behalf of our Company. Please find enclosed the Appointment Letter with this email for the same. You are requested to kindly sign the duplicate copy of this enclosed Appointment Letter and send it back as a confirmation of acceptance of appointment from your side.
We shall keep you posted of the further formalities once we have received the signed copy of Appointment Letter from you. In case of any clarity, please feel free to write us back on the same email id.
Wishing you all the best.
Human Resource Manager
Other Related Letters
If you have some personal work to do during office or college hours then you can always seek permission by writing half day leave application email. You can simple drop in a half day leave email to your boss, principal or manager stating the reason and date on which you need to take half day. There is half day leave mail for urgent work, personal reasons, not feeling well or family function. There are also applications for urgent work for students. It is quite a simple email which is very short and to the point.
To help you frame a customized half day leave application email, given below is a template format which you can follow to write you own mail.
Half Day Leave Application Email
The purpose of writing this email is to submit my request for half day leave for today. I will be available at work till 12 p.m. today as I have an appointment with a lawyer for some family property issue. It is an urgent meeting and I cannot reschedule it.
Therefore, I request you to please approve my half day leave application. I will be extremely thankful to you for considering my application.
Feather Fabrics Pvt. Ltd.
You can download a Half Day Leave Application Email Sample in word formats.
Frame your own proficient Announcement Letter Format for Discontinuing Special Leave
Write a formal Permission Letter to Leave Office Early to your boss.
Thank You Letter for Leave Approval to your manager for considering your application.
Easy to download and customize Letter format for half day leave for employee
Cover letters are the documents which are sent with resume for purpose of job application. These documents provide additional information on the kind of work you have done or on your achievements. They act as an interesting tool in giving an insight on your strengths, your experiences, your qualifications which can actually helpful in creating an interest in the mind of the reader. Moreover, you can also use it to express your interest in the job opening and the company. Attaching a cover letter with your resume can actually be very helpful in creating a positive impression on the reader which can help you earn extra points.
Cover Letters for Emails
In order to make sure that you are able to send an email with a perfectly drafter cover letter, you must take into consideration the instructions offered by the employer on submitting cover letter and resume. This will help you write email cover letters with utmost precision and complete information. But this doesn’t mean that you write anything in the letter. Make sure that your letter focuses on presenting your experiences, skills and qualifications in a way that match perfectly with the job.
Tips on Sending Resume with Cover Letter
Here are some very useful tips that must be kept in mind while sending a cover letter with your resume for a perfect professional conduct.
Format of the File
Make sure that your resume is either in PDF format or in Word Format, if the job posting asks you to send it as an attachment. But in case the employer doesn’t accept attachment then paste your resume into the email message. Do not get into giving it a fancy look. Keep it simple and sorted.
Addressing the Cover Letter
It is extremely important that your cover letter addresses the right person. You must find out to whom your letter should be addressed and send your letter to that person only as he or she is the one who is going to look into this process.
Content of the Letter
The letter must include a briefing about your education qualification, professional achievements and strengths. The idea is to establish a strong connection between your profile and the needs of the position. You should be able to express your interest in the job along with the company. Keep this content short and sweet. It has to be good enough to share complete information with the employer so that he is compelled to read your resume.
Subject Line of the Email
It is must that you include the position for which you are applying in your email’s subject line. This will bring clarity as there are various posts open and too many people are applying for all these positions. In order to avoid any room for any confusion, you must include the job post for which you are applying as subject of the email.
Do Not Forget Your Signature
When ending the letter, you must include your signature in it. You must also include your contact information so that the hiring manager can get in touch with you without any difficulty. Information should be handy.
Check for Grammatical Errors
It is very important to check that your letter doesn’t have any grammatical errors or spelling mistakes. You must read it at least twice to ensure that your letter is perfect in its language and grammar as this is essential for your positive impression.
Try a Test Message
Before sending the final draft to the employer, you must send this to your own self to know that everything is in place. And if all looks good, it is time to send it to the employer.
Once all this exercise is done, it is time to send your email cover letter to the employer. A right cover letter can help you earn more attention and create a stronger impression.
If you have managed to crack the interview and you have also received the offer letter for the job but the salary that you have been offered is not as per your expectations. In such a scenario, you must write a formal email to the hiring manager negotiating the salary with him. It is important that before turning down the offer, you try and negotiate it with the concerned person and if your demand is reasonable then you might end up getting it.
Here is a sample salary negotiation email in response to job offer given below. Use this template to create a formal email politely presenting your negotiation.
Sample Salary Negotiation Email in Response to Job Offer
Dear Mr. Jacob,
Thank you for extending me the offer for joining ABC Corporation Pvt. Ltd. for the post of Marketing Manager. The opportunity to interact with you and other executives was a delightful experience. It was a wonderful experience to know about the growth plan of the company.
After considering your offer from every angle, I feel that the salary that has been offered is lower than I had anticipated. Since I have an experience of 12 years in the field of marketing where I have worked at different levels and earned experience of planning and executing marketing plans for various companies, I strongly feel that I will be an asset for your company. My ability to design intense marketing plans and experience to execute them in effective manner will help your company grow.
I am keen on accepting this job offer but I feel that we need to discuss the salary before moving ahead with this offer. I will get in touch with you to schedule an appointment with you for a personal meeting.
Thank you again for the opportunity. I am hopeful that we will be able to reach an agreement.
Whenever you are taking up a new job, there are many things you consider out of which salary is one such important thing. It may not top your list of priority but it is surely one of the points that you must consider before accepting the offer. In case you are not satisfied with the offer, you can always reject it by writing a formal email or letter to the company stating the low pay.
This post talks about the guidelines that you must follow while framing a professional email to the company. Keep these points in mind to avoid committing any mistake.
Complete Analysis of Offer
Make sure that you thoroughly analyze the offer before taking a final decision on it and writing an email. It is always good to write the advantages and disadvantages to weight how beneficial the offer is for you. Never take a decision in hurry rather take enough time to make sure that you are making the best choice. Here are some factors that you must consider other than just the salary:
- Health insurance
- Paid holidays
- Stock options
- Working Hours etc.
All of these benefits offered by the company compensate for the low pay. Even if the pay is below your expectations but you are getting wonderful benefits other than the salary then you must not reject the offer.
1st Paragraph of Letter or Email
The first paragraph of the letter should have a straightforward and clean starting. When you are rejecting the offer then make sure that the email starts formally by thanking the company for the offer. You have to keep it precise and also polite. Share your intention and also mention the reasons because of which you have been compelled to decline the offer. Make sure that the reasons you mention are genuine and reasonable. You must effectively express gratitude towards the company for selecting you for the job. Keep your letter specific without including any unnecessary information.
Offer for Negotiation
You can always mention that you are open for negotiation and if the manager is keen on hiring you then he will surely get in touch with you. If you have decided to negotiate then make sure that you have a desired salary clear in your mind which is a reasonable amount based on your qualifications and experience. If you wish then you can mention that in the letter.
As stated above, such letters are short and specific because of which the second paragraph is the final paragraph. You must end this email by thanking the hiring manager for meeting you and giving you such a wonderful offer to join the company. You can also add a few lines wishing them good luck for future ventures. Make sure that you end the email with a line which keeps the lines of communication open for you and also prompts the manager to get in touch with you in future.
These are the few guidelines which are very important to keep in mind while writing an email rejecting the offer because of low salary. Including these points in your email can help you frame a professional letter without any flaws.
Once your interview has been conducted and you are still waiting for the results to come up, dropping a job inquiry email is a good idea. The purpose of writing such an email is to take the follow up and also to thank the interviewer for his time. This kind of behavior shows that you are particular, organized and professional approach.
If you have also faced an interview recently and you also wish to write a job enquiry email to the interviewer to know about your status then here is a sample email to help you write your own letter. Such emails are very short but they give you all the room to impress the interviewer with your professional conduct.
Template of Job inquiry email after interview
Subject: Thank you for an inspiring meeting
Dear Mr. Smith,
I would like to thank you for taking out time to interview me on 07th November, 2015 for the position of Marketing Executive. After meeting you, I got to learn lots of new things about the goals and mission of ABC Corporation Pvt. Ltd. which has infused me with more interest and excitement to join such a reputed company.
Based on the information that you shared with me, I strongly feel that I can make positive contribution in growth and success of your organization. After discussing the requirements of the position, I feel that my skills, experience and strength will perfectly match with it. With my prior experience at AAA Technologies, I can meet up with your expectations.
I look forward to your response. In case you need any additional information then please contact me at email@example.com.
Thank you for your time and consideration.
It is a general rule that you always confirm a meeting or appointment when you schedule it. And when you do that you are suppose to be sending a confirmation email so intimate the other person about the meeting. This is the professional way of carrying out a process.
If you also have to confirm an appointment then you must do that by framing a professional confirmation email which contains all the necessary details concerning the appointment. Here is an example sample to follow using which you can frame a personalized email which fits perfectly in your requirements.
Appointment Confirmation Email Sample
Sub: Appointment Confirmation
I am writing to confirm your appointment with Mr. Andrew Jacob scheduled on 1st October, 2015 at 55 Richmond Towers, New York at 16:00 hrs. Attached with the mail are the complete directions and map for your reference. In case, you still require any assistance in locating our office then please contact me at 123-456-789 or you can also email me at this address.
I would appreciate a prompt confirmation from your end for the same. In case, for any reason you wish to cancel this appointment then I would genuinely appreciate an early notification from your end.
Looking forward to meet you.
When you are leaving our present company, it is an emotional moment. After spending a long time working for an organization, it becomes your second home. You are attached with your coworkers and it is surely not easy for you to say goodbye. At such a point, you must leave by writing your mail to all the people who have been a part of your professional journey at your office.
If you are not sure of how to begin writing a mail on your last working day then here is a formal sample format to help you deal with the situation. Use this example as reference and create a draft that expresses your feelings on this important day.
Sample Format for Last day mail in office
15th July, 2015 is going to mark the last day of my working with ABC Corporation Pvt. Ltd. It has been a wonderful association of five long years. All these years, I have had the opportunity to work with the most amazing people like you and learn so many new things which have been very helpful in expanding my horizons.
I would like to thank each one of you for your support, appreciation and criticism. You all have helped me perform and be an achiever. ABC Corporation Pvt. Ltd. will always be an integral part of my professional life. I have learnt so many new things and risen so high in my career because of the time, efforts and energy this company invests in its people. I am always going to remember you all and cherish the memories of the good and bad times that we had seen together.
I have to relocate to California because of some personal issues otherwise I would have never such a marvelous company. But as we know the world is a very small place and we shall meet again. Please feel free to call me, in case you need any help. My email id is firstname.lastname@example.org.
I wish you all the very best for your future endeavors. May you keep doing the amazing work and keep shining.
When you are leaving an organization, it is really nice that you leave it with a happy good bye email where you can thank your colleagues, supervisor and management for all the support. You can share your feelings while leaving the company and express your gratitude towards all the people who have been there through the highs and lows in your professional life.
It so happens that we all fall short of words when we have to write such an email which is full of emotions. Here is a template format to help you create a personalized email consisting of all the sweet memories which you would like to mention in your draft. Use it to create your mail and bid adieu to your colleagues and organization with a formal good bye letter.
Sample Good Bye Email Format
Dear Seniors and Colleagues,
It has been a wonderful and memorable journey of 7 years with ABC Corporation Pvt. Ltd. Tomorrow is the day when I am going to bid adieu to this amazing company and wonderful colleagues and seniors who have been an integral part of my professional life. My first day in the company is still fresh in my memories. It was back in 2008, when I had passed out of my college and had joined this company with so many dreams and ambitions to fulfill. All these years have been wonderful years of my professional life.
I would like to thank Mr. James Smith, President, ABC Corporation Pvt. Ltd. who gave me the chance to work with ABC Corporation Pvt. Ltd. I would also like to thank the Marketing team, Administration Department and Accounts Department people who have always been very supportive through this journey.
I would like to thank you all for making this journey at ABC Corporation Pvt. Ltd. so special and memorable. I am always going to cherish my experience with ABC Corporation Pvt. Ltd. all my life as it has been an important part of my career.
It is a difficult time for me. I am sad and emotional because I am leaving a company which has been like a family to me, where I have learnt so many new things, made so many new friends. I am surely going to miss the work culture, the trips, the events and various other things which were such an important part of my life. At the same time, I am also excited about my new job and opportunities that lie ahead.
I would like to wish you all a great and a wonderful life ahead.
I really hope to meet you in future. I would also like to mention that I will always be available if you need me in future.
Please be in touch.
My e-mail id is: email@example.com
Contact no : 456-4444-423
Thanks a lot for everything.
In this era of technology, most of the organizational communications take place via emails. You must learn to write formal resignation emails when you are leaving your job. It is always beneficial to follow proper protocols while resigning from employment. Here is a professionally drafted sample format of the same letter for your reference. You can use it to create your own personalized resignation email.
Email Resignation Letter Example
Put “Resignation” in the subject line of your email to make the purpose of your email clear.
Dear Robert William,
This is to bring to your notice that I am resigning from the position of Marketing Manager, effective two weeks from today. My last working day at Autocratic Computers Pvt. Ltd. will be on 27th August 2014.
Thanks a lot for all the opportunities at the personal and professional front that have helped me move ahead in life. This surely wasn’t as easy decision for me but I have accepted a job offer with another company which will help explore better opportunities for my career. It was a wonderful experience working at Sherman Technologies Pvt. Ltd. and I am surely going to miss the organization and my team.
In the next two weeks, I will always be there to help you in all possible ways to make this transition smooth and easy. Please inform me in case you need any help with the recruitment and training process for my replacement. I will be very happy to offer any kind of help to make this process easier for you.
I thoroughly enjoyed working with you and it was a great learning experience.