Employment Approval Letter
Dear [Employee Name],
We are pleased to inform you that your employment has been approved and you have been selected for the position of [Job Title] at [Company Name]. Your start date will be [Date].
We believe that your skills, experience, and qualifications make you a valuable addition to our team. Your hard work and dedication will help us achieve our goals and objectives as a company.
As part of your employment, you will be eligible for the benefits and perks that our company offers. This includes [list of benefits and perks].
We look forward to having you join our team and are excited about the contributions that you will make. If you have any questions or concerns, please feel free to contact us.
Sincerely,
[Your Name]
[Company Name]
Formal Employment Approval Letter
Subject: Employment Approval for [Candidate Name]
Dear [Candidate Name],
We are pleased to inform you that your application for the position of [Position] at [Company Name] has been approved. Your employment will commence on [Start Date].
Please review the attached documents outlining your responsibilities, compensation, and benefits. Kindly confirm your acceptance by signing and returning the enclosed offer letter.
We look forward to having you on our team.
Sincerely,
[Your Name]
[Designation]
[Company Name]
Email Employment Approval Notification
Subject: Congratulations on Your Employment at [Company Name]
Hi [Candidate Name],
Congratulations! Your employment for the position of [Position] has been approved. Your start date is [Start Date].
Please reply to this email to confirm your acceptance and we will share all the onboarding details.
Best regards,
[Your Name]
[Designation]
Provisional Employment Approval Letter
Subject: Provisional Employment Approval for [Candidate Name]
Dear [Candidate Name],
Your employment for the role of [Position] at [Company Name] has been provisionally approved, pending submission of necessary documents and background verification.
Please ensure all required documents are submitted by [Deadline]. Once verified, your employment will be confirmed officially.
Regards,
[Your Name]
[Designation]
Corporate Employment Approval Letter
Subject: Approval of Employment for [Candidate Name]
Dear [Candidate Name],
On behalf of [Company Name], we are happy to confirm your employment for the position of [Position]. Your start date is scheduled for [Start Date].
Enclosed are your appointment letter, company policies, and benefit details. Please review and acknowledge your acceptance.
Best regards,
[Your Name]
[Designation]
Heartfelt Employment Approval Letter
Subject: Welcome to [Company Name]!
Dear [Candidate Name],
We are thrilled to approve your employment with us as [Position]. Your skills and passion will be a great addition to our team.
Your start date is [Start Date]. Please go through the attached documents and confirm your acceptance. We look forward to working together.
Warm regards,
[Your Name]
[Designation]
What an Employment Approval Letter Is and Why It’s Important
- Confirms the hiring decision formally to the candidate.
- Serves as a legal and professional record of employment.
- Provides clarity on start date, role, and terms of employment.
Who Should Send an Employment Approval Letter
- Human Resources department or hiring manager.
- Authorized company representative for official correspondence.
- Team lead or supervisor if company protocol allows.
Whom the Employment Approval Letter Should Be Addressed To
- Selected candidate for the position.
- Corporate HR records for internal documentation.
- Occasionally to external agencies if recruitment is managed externally.
When to Send an Employment Approval Letter
- After finalizing candidate selection and approvals.
- Once background checks and verifications are completed (if applicable).
- Before the agreed start date to allow preparation and onboarding.
How to Write and Send an Employment Approval Letter
- Start with a clear subject line stating approval.
- Include candidate details, position, start date, and terms.
- Attach any necessary documentation such as offer letter or policy documents.
- Send via email for quick acknowledgment or as a printed letter for formal records.
- Request confirmation of acceptance from the candidate.
Elements and Structure of an Employment Approval Letter
- Subject: Clear statement of employment approval.
- Salutation: Address the candidate directly.
- Body:
- Position and department
- Start date and terms of employment
- Reference to attached documents
- Closing: Signature, designation, and company name.
Formatting Guidelines for Employment Approval Letters
- Tone: Professional, warm, and welcoming.
- Length: Concise but informative, ideally one page.
- Style: Formal for official letters; casual for email notifications.
- Include all necessary attachments or references.
Requirements and Prerequisites Before Sending
- Confirm hiring approval from management.
- Complete any necessary background or reference checks.
- Prepare the appointment letter, company policies, and other onboarding documents.
After Sending / Follow-Up Actions
- Confirm receipt and acceptance from the candidate.
- Schedule onboarding and orientation sessions.
- Keep a copy for HR records and compliance purposes.
Pros and Cons of Sending an Employment Approval Letter
Pros:
- Provides official confirmation to the candidate.
- Helps manage expectations and start date coordination.
- Legal proof of employment agreement.
Cons:
- Premature sending without verification can create confusion.
- Requires follow-up to ensure candidate acknowledgment.
Tricks and Tips for Effective Employment Approval
- Send promptly after final decision.
- Include all necessary details and attachments.
- Use personalized tone to make candidates feel welcomed.
- Keep a formal copy for internal records.
Common Mistakes to Avoid in Employment Approval Letters
- Omitting start date or position details.
- Sending without proper approval or verification.
- Failing to request acknowledgment from the candidate.
- Using overly vague or casual language for formal letters.
Does an Employment Approval Letter Require Attestation or Authorization
- Generally requires signature from HR or authorized company personnel.
- Some organizations may need managerial or executive approval for official validity.
- Digital signatures may suffice for email-based approvals.
