Sample Of Appointment Letter For Contract Basis Staff Or Employee
Dear [Employee Name],
I am pleased to inform you that you have been selected for the position of [Position] at [Company Name] on a contract basis. This appointment is effective from [Starting Date] and will continue until [Ending Date].
As an employee of [Company Name], you will be entitled to certain benefits, including [list benefits such as health insurance, paid time off, etc.]. Your salary will be [Salary Amount] per [Month/Week], payable on [Payday].
Your duties and responsibilities as [Position] include, but are not limited to:
- [List of main responsibilities and duties]
We believe that you have the necessary skills, experience, and qualifications required for this position, and we look forward to having you on our team. If you accept this appointment, please sign and return the enclosed copy of this letter to indicate your acceptance of the terms and conditions of your employment.
If you have any questions or concerns, please do not hesitate to contact me or the HR department. We are happy to answer any questions you may have.
Congratulations on your appointment, and we look forward to working with you.
Sincerely,
[Your Name]
[Company Name]
Formal Appointment Letter for Contract Basis Staff
Subject: Appointment as Contract Basis Staff
Dear [Employee's Name],
We are pleased to appoint you as [Job Title] at [Company/Organization Name] on a contract basis. Your employment will commence on [Start Date] and conclude on [End Date], unless extended or terminated as per the terms of this agreement.
Your remuneration will be [Salary/Payment Details], payable on a [monthly/quarterly] basis. You will report directly to [Supervisor's Name/Position]. Other terms of your appointment, including working hours, leave entitlements, and duties, will be provided in the contract agreement enclosed with this letter.
Please sign and return the duplicate copy of this letter as a token of your acceptance of the terms mentioned herein.
We look forward to your valuable contributions to our organization.
Sincerely,
[Your Name]
[Your Position]
Simple Appointment Letter for Temporary Staff
Subject: Appointment Confirmation on Contract Basis
Dear [Employee's Name],
We are glad to confirm your appointment as [Position] on a temporary contract with [Company/Organization Name]. Your contract will begin on [Start Date] and end on [End Date].
The agreed salary for this period is [Salary Amount]. Your primary responsibilities will include [Key Duties].
Kindly acknowledge and return a signed copy of this letter to confirm your acceptance.
Regards,
[Your Name]
Appointment Letter for Project-Based Contract
Subject: Contractual Appointment for Project Assignment
Dear [Employee's Name],
We are pleased to offer you an appointment as [Role] for our [Project Name] at [Company/Organization]. This appointment is purely on a contractual basis and is limited to the duration of the project, expected to run from [Start Date] to [End Date].
You will be paid a consolidated amount of [Salary/Payment Terms] for your services, subject to satisfactory performance and adherence to company policies.
Kindly sign and return this letter to indicate your acceptance of the terms of this contract.
Warm regards,
[Your Name]
Casual Appointment Email for Contract Staff
Subject: Welcome Onboard as Contract Staff
Hi [Employee's Name],
We’re excited to have you join us as [Job Title] on a contract basis starting [Start Date]. Your contract will run until [End Date], and your pay will be [Salary Details].
We’ll provide you with all the necessary resources and guidelines on your first day. Please reply to this email confirming your acceptance.
Looking forward to working together!
Best,
[Your Name]
Appointment Letter for Part-Time Contract Employee
Subject: Part-Time Contract Appointment
Dear [Employee's Name],
We are pleased to appoint you as [Position] on a part-time contractual basis. Your work schedule will be [Number of Hours/Days per Week], starting from [Start Date] until [End Date].
Your compensation will be [Payment Details], payable according to company policy. You will be responsible for [List of Duties].
Kindly confirm your acceptance by signing and returning this letter.
Sincerely,
[Your Name]
Provisional Appointment Letter for Contract Staff
Subject: Provisional Contract Appointment
Dear [Employee's Name],
We are offering you a provisional appointment as [Job Title] with [Company/Organization Name] on a contract basis. This appointment will be valid from [Start Date] for an initial period of [Duration], after which it may be renewed or discontinued based on performance and organizational needs.
Your remuneration will be [Salary Details]. Please sign and return the attached copy of this letter to confirm acceptance.
Yours sincerely,
[Your Name]
Appointment Letter for Seasonal Contract Staff
Subject: Seasonal Appointment on Contract Basis
Dear [Employee's Name],
We are delighted to offer you a seasonal appointment as [Job Title] with [Company/Organization Name]. This contract will cover the period from [Start Date] to [End Date].
Your role will primarily involve [Brief Duties], and you will be compensated with [Salary/Benefits]. Other terms and conditions of your contract are enclosed for your review.
Please acknowledge receipt and acceptance of this letter at the earliest.
Best regards,
[Your Name]
What is an appointment letter for contract basis staff and why do you need it?
An appointment letter for contract basis staff is a formal document issued by an employer to confirm the engagement of an employee on temporary or fixed-term conditions. It serves several purposes:
- Provides clarity on employment terms such as duration, pay, and duties.
- Acts as a legal safeguard for both employer and employee.
- Prevents misunderstandings by clearly outlining responsibilities.
- Offers proof of employment for administrative and financial records.
Who should issue and sign the appointment letter?
- The employer or HR department is typically responsible for drafting and issuing the letter.
- It should be signed by an authorized person such as the HR Manager, Director, or Business Owner.
- In some cases, project managers may issue letters for project-specific appointments.
When should you use an appointment letter for contract staff?
Situations where such a letter is needed include:
- Hiring staff for a short-term project.
- Seasonal employment such as during holiday or harvest seasons.
- Part-time or temporary roles.
- Replacements for permanent staff on leave.
- Testing an employee’s suitability before offering permanent employment.
Common mistakes to avoid when writing this type of appointment letter
- Leaving out important details like duration, start and end dates.
- Not specifying salary or payment terms.
- Using vague job descriptions that can cause confusion later.
- Forgetting to include renewal or termination clauses.
- Not keeping a signed copy for company records.
Tricks and tips for writing an effective appointment letter for contract basis staff
- Be concise yet comprehensive—cover key points without overloading details.
- Use clear and professional language.
- Mention the possibility of renewal if applicable.
- Keep the tone appropriate to the organization’s culture (formal, casual, or friendly).
- Always attach or reference a detailed contract if required.
Elements and structure of a contract appointment letter
A well-structured appointment letter should include:
- Subject line or heading.
- Greeting.
- Job title and nature of contract (temporary, project-based, seasonal).
- Start and end dates.
- Salary and benefits.
- Duties and responsibilities.
- Reporting authority.
- Terms of renewal or termination.
- Closing with signature lines for acceptance.
After sending the appointment letter: What next?
- Await confirmation or signed acceptance from the employee.
- Provide the employee with a copy of the full contract if needed.
- Prepare onboarding or orientation materials.
- Maintain a copy in company records for compliance and HR purposes.
