Permanent Appointment Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Employee's Name]
[Employee's Address]
[City, State, ZIP Code]
Dear [Employee's Name],
Subject: Permanent Appointment Letter
We are pleased to offer you a permanent position at [Company Name] as [Job Title]. After careful consideration of your qualifications, skills, and performance during your probationary period, we are confident in your ability to contribute to the growth and success of our organization.
Your employment will commence on [Start Date]. This appointment is based on the terms and conditions discussed during your interview and subsequent negotiations.
Job Details:
- Position: [Job Title]
- Department: [Department Name]
- Reporting to: [Supervisor/Manager Name]
- Employment Type: Permanent
- Salary: [Annual Salary]
- Benefits: You will be entitled to all benefits outlined in our employee handbook, including but not limited to health insurance, retirement plans, and paid time off.
Your responsibilities and duties will include [Brief Overview of Job Responsibilities]. We have full confidence in your abilities and believe that your contributions will greatly enhance our team and company.
Please note that your employment is contingent upon the completion of any required background checks, documentation verification, and signing of our standard confidentiality and intellectual property agreement.
This appointment is subject to the terms and conditions of our employee handbook and company policies. As a permanent employee, you will be required to adhere to all rules, regulations, and policies of [Company Name].
Kindly confirm your acceptance of this permanent appointment by signing and returning a copy of this letter by [Acceptance Deadline Date]. You can reach out to [HR Contact Name] at [HR Contact Email/Phone Number] for any clarifications or assistance.
We are excited to welcome you to the [Company Name] team and look forward to a productive and successful working relationship.
Congratulations once again on your permanent appointment.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Employee's Signature] [Date]
cc: [HR Contact Name]
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Formal Permanent Appointment Letter
Subject: Confirmation of Permanent Employment
Dear [Employee Name],
We are pleased to inform you that your employment with [Company Name] as [Job Title] has been confirmed as permanent, effective from [Date]. Your dedication, performance, and professionalism during the probationary period have been exemplary.
Please find attached the updated terms and conditions of your employment. We look forward to your continued contributions and success within our organization.
Sincerely,
[Manager Name]
[Position]
[Company Name]
[Date]
Permanent Appointment Letter for Academic Institution
Subject: Confirmation of Permanent Teaching Position
Dear [Employee Name],
Congratulations! You have successfully completed your probationary period as [Position] at [Institution Name]. We are delighted to confirm your appointment as a permanent faculty member, effective [Date].
Your commitment to academic excellence and student development has been outstanding. We look forward to your continued dedication and valuable contributions.
Best regards,
[Principal/Head of Department]
[Institution Name]
[Date]
Permanent Appointment Email for IT Professional
Subject: Confirmation of Permanent Employment at [Company Name]
Hi [Employee Name],
We are pleased to confirm your permanent employment with [Company Name] as [Job Title], effective [Date]. Your contributions during the probationary period have been highly appreciated, and we are confident in your continued success.
Welcome officially to the permanent team!
Best,
[Manager Name]
[Position]
[Company Name]
Permanent Appointment Letter for Government Job
Subject: Confirmation of Permanent Position
Dear [Employee Name],
This is to formally notify you that your employment as [Designation] with [Government Department/Agency] has been confirmed as permanent, effective [Date]. Your dedication and service during the probationary period have met the required standards.
Please report to [Office Location] for official documentation and further instructions. We welcome you as a permanent member of our team.
Sincerely,
[Authority Name]
[Position]
[Department/Agency]
[Date]
Permanent Appointment Letter for Healthcare Professional
Subject: Confirmation of Permanent Appointment
Dear [Employee Name],
We are delighted to confirm your permanent appointment as [Position] at [Hospital/Clinic Name], effective [Date]. Your professional skills and dedication during your probation period have been exemplary.
We look forward to your continued commitment to patient care and hospital excellence.
Sincerely,
[HR Manager/Director]
[Hospital/Clinic Name]
[Date]
Provisional Permanent Appointment Letter
Subject: Provisional Confirmation of Permanent Employment
Dear [Employee Name],
We are pleased to provisionally confirm your permanent employment with [Company Name] as [Job Title], effective [Date]. This confirmation is subject to the completion of all remaining formalities as outlined by HR.
Your performance and dedication have been commendable, and we look forward to your continued contribution.
Best regards,
[Manager Name]
[Position]
[Company Name]
[Date]
Permanent Appointment Letter for Senior Management
Subject: Permanent Appointment Confirmation – [Job Title]
Dear [Employee Name],
Following your probationary period, we are pleased to confirm your permanent appointment as [Senior Position] at [Company Name], effective [Date]. Your leadership, strategic vision, and exceptional performance have made a significant impact on our organization.
We are excited to have you continue contributing to our growth and success in your permanent role.
Sincerely,
[CEO/Director Name]
[Company Name]
[Date]
What a Permanent Appointment Letter Is and Why It Is Used
A permanent appointment letter is an official document issued by an organization to confirm that an employee has successfully completed their probation and is now a permanent staff member.
It formalizes employment status, outlines terms and conditions, and serves as proof of job security.
This letter is important for legal, administrative, and motivational purposes.
Who Should Send a Permanent Appointment Letter
- HR department of the organization.
- Reporting manager or supervisor in coordination with HR.
- Authorized organizational officials for government or institutional roles.
Whom the Letter Should Be Addressed To
- Employees who have completed their probation period.
- Individuals being promoted to permanent positions from contractual or temporary roles.
- Staff in all sectors including corporate, healthcare, academic, and government.
When to Issue a Permanent Appointment Letter
- Immediately after successful completion of probation.
- Upon meeting performance evaluation criteria.
- When HR completes all documentation and verification formalities.
How to Draft and Send a Permanent Appointment Letter
- Verify probation completion and performance records.
- Decide on letter tone: formal, professional, or slightly casual depending on the sector.
- Include effective date, job title, terms of employment, and any updated benefits.
- Sign by authorized personnel and send via email or printed letter.
- Attach relevant documents if necessary.
Requirements and Prerequisites for a Permanent Appointment Letter
- Completion of probationary period and satisfactory performance evaluation.
- Submission of all HR-related documentation and certifications.
- Updated employment records and approval from relevant authorities.
- Confirmation of position, role, and benefits.
Formatting Guidelines for Permanent Appointment Letters
- Use official letterhead for printed versions.
- Length: 1–2 pages maximum.
- Tone: Formal, professional, and clear.
- Include employee name, designation, effective date, and key terms.
- Provide contact details for HR or reporting manager for queries.
Elements and Structure of a Permanent Appointment Letter
- Subject or opening line.
- Salutation/greeting.
- Introduction: confirmation of employment.
- Body: details of role, effective date, terms, and responsibilities.
- Closing: congratulations, welcome message, and next steps.
- Signature of authorized personnel.
- Optional attachments: terms and conditions, HR forms, or benefit details.
Tricks and Tips for Effective Permanent Appointment Letters
- Personalize letters with the employee's name and designation.
- Keep tone professional but welcoming.
- Clearly state effective date and new employment terms.
- Attach necessary documents to avoid confusion.
- Ensure the letter is proofread for accuracy.
Common Mistakes to Avoid
- Omitting employee name, designation, or effective date.
- Using informal or ambiguous language.
- Sending letter before formal approval or HR verification.
- Failing to attach updated terms and conditions.
- Ignoring follow-up or confirmation from the employee.
After Sending a Permanent Appointment Letter
- Confirm receipt and acceptance from the employee.
- Update internal HR records with permanent status.
- Provide any additional onboarding for permanent staff benefits.
- File the letter for organizational record-keeping and compliance.
Pros and Cons of Issuing Permanent Appointment Letters
Pros:
- Officially confirms employment and job security.
- Boosts employee motivation and loyalty.
- Clarifies roles, terms, and expectations.
Cons:
- Requires careful verification to avoid errors.
- Delays or mistakes may cause employee dissatisfaction.
- May need multiple revisions for complex positions.
