Temporary Appointment Letter Format
[Your Company Letterhead]
[Date]
[Employee Name and Address]
Dear [Employee Name],
We are pleased to offer you a temporary appointment as a [Position Title] in [Department Name], effective from [Start Date] to [End Date]. The terms and conditions of your employment will be as follows:
1. Position Title: [Position Title]
2. Department: [Department Name]
3. Start Date: [Start Date]
4. End Date: [End Date]
5. Salary: [Salary]
6. Working Hours: [Working Hours]
7. Benefits: [Benefits]
During your employment, you will be required to comply with all company policies and procedures and perform your duties to the best of your ability. Your performance will be subject to regular review and evaluation, and any extensions to your employment will be based on satisfactory performance.
Please confirm your acceptance of this offer by signing and returning the attached copy of this letter. If you have any questions or concerns, please do not hesitate to contact us.
We look forward to having you on board as part of our team.
Sincerely,
[Your Name]
[Company Name]
Temporary Appointment Letter for Probationary Position
Subject: Temporary Appointment Confirmation
Dear [Employee Name],
We are pleased to inform you of your temporary appointment as [Job Title] in the [Department Name], effective from [Start Date] to [End Date]. This appointment is provisional and subject to the terms and conditions outlined below.
Your performance will be reviewed at the end of this period, and a decision will be made regarding the possibility of a permanent appointment. Please report to [Supervisor Name] on your first day.
We look forward to your contribution to the team.
Sincerely,
[Authorized Signatory Name]
[Designation]
Temporary Appointment Letter for Contract Work
Subject: Contractual Temporary Appointment
Dear [Employee Name],
We are pleased to appoint you temporarily as [Job Title] for a contractual period of [Duration], beginning [Start Date]. This appointment is specific to [Project/Department] and will conclude on [End Date] unless extended by mutual agreement.
Your roles and responsibilities will include [Brief Responsibilities]. Kindly acknowledge receipt of this letter and report to [Supervisor Name] on your joining date.
Best regards,
[Authorized Signatory Name]
[Designation]
Temporary Appointment Letter for Seasonal Work
Subject: Seasonal Temporary Appointment
Dear [Employee Name],
This letter confirms your temporary appointment as [Job Title] for the [Season/Project] starting on [Start Date] and ending on [End Date]. Your employment is seasonal and will conclude automatically at the end of the season.
Please adhere to the guidelines and schedules provided by your supervisor, [Supervisor Name]. We look forward to your dedicated service during this period.
Sincerely,
[Authorized Signatory Name]
[Designation]
Temporary Appointment Letter for Replacement of Staff
Subject: Temporary Appointment for Staff Replacement
Dear [Employee Name],
We are assigning you temporarily as [Job Title] in place of [Permanent Employee Name] who is on leave from [Start Date] to [End Date]. This temporary appointment will conclude on [End Date] unless further notice is provided.
Your responsibilities remain the same as those of the regular position holder. Please report to [Supervisor Name] at the start of your assignment.
Regards,
[Authorized Signatory Name]
[Designation]
Provisional Temporary Appointment Letter
Subject: Provisional Temporary Appointment
Dear [Employee Name],
We are pleased to offer you a provisional appointment as [Job Title] effective [Start Date]. This appointment is temporary and subject to the successful completion of [specific conditions, e.g., background verification, medical clearance].
The provisional appointment will be reviewed after [Duration], at which point a final confirmation or termination of the appointment will be communicated.
Sincerely,
[Authorized Signatory Name]
[Designation]
Temporary Appointment Letter for Internship or Training
Subject: Temporary Appointment as Intern/Trainee
Dear [Intern Name],
We are pleased to appoint you temporarily as an [Intern/Trainee] in the [Department Name] for a period starting from [Start Date] to [End Date]. Your work will include [Brief Responsibilities or Projects].
This appointment is purely temporary and aimed at providing practical experience. We wish you a productive and learning experience.
Best regards,
[Authorized Signatory Name]
[Designation]
What / Why
What is a Temporary Appointment Letter and why is it used
- A Temporary Appointment Letter is a formal communication that confirms an individual's temporary employment.
- It serves as official documentation of the job role, start and end dates, and terms of temporary employment.
- The purpose is to provide clarity, avoid misunderstandings, and legally establish the temporary engagement.
- It also protects both the organization and the employee by outlining expectations and responsibilities.
Who Should Send the Letter
Individuals responsible for issuing temporary appointment letters
- Human Resources (HR) department for formal employment confirmation.
- Department heads or supervisors when the role is specific to a project or team.
- Authorized signatories or executives in organizations for official legitimacy.
Whom the Letter Should Be Addressed To
Recipients of temporary appointment letters
- Individuals selected for temporary positions, including contract workers, interns, seasonal employees, or staff replacements.
- Candidates undergoing probationary periods.
- Staff filling in temporarily due to leave or operational requirements.
When to Issue a Temporary Appointment Letter
Scenarios that require a temporary appointment letter
- When hiring for temporary, contract, or seasonal positions.
- During internship or trainee programs.
- When assigning an employee to cover another's absence.
- For provisional appointments pending verification or clearance.
- For project-based assignments of fixed duration.
Requirements and Prerequisites
Preparations before issuing a temporary appointment letter
- Confirm candidate selection and agreement on temporary terms.
- Specify start and end dates of the temporary engagement.
- Define job title, department, and responsibilities.
- Obtain necessary approvals from HR and authorized signatories.
- Ensure compliance with employment laws and internal policies.
Formatting Guidelines
Formatting and style for temporary appointment letters
- Length: Typically 1–2 pages, concise yet detailed.
- Tone: Professional, formal, and clear.
- Wording: Specific, unambiguous, and polite.
- Style: Structured with subject, greeting, acknowledgment, responsibilities, and closing.
- Mode: Letter for printed format; email for digital communication.
- Etiquette: Include signature of authorized person and company/organization seal if applicable.
After Sending / Follow-up
Post-sending actions for temporary appointment letters
- Ensure recipient acknowledges receipt, especially for digital copies.
- Maintain a copy in HR records for reference and legal compliance.
- Track the employee’s start date, reporting, and adherence to responsibilities.
- Monitor expiration date for renewal or conclusion of temporary appointment.
Tricks and Tips
Tips for creating effective temporary appointment letters
- Use templates for common temporary roles to save time.
- Clearly mention the temporary nature and duration to avoid misunderstandings.
- Include responsibilities and reporting structure in brief.
- Specify any conditions, such as probation or project completion.
- Maintain professional tone even for short-term appointments.
Mistakes to Avoid
Common pitfalls in temporary appointment letters
- Omitting start and end dates of the temporary assignment.
- Using vague descriptions of roles and responsibilities.
- Failing to indicate provisional or temporary status explicitly.
- Not obtaining required approvals before issuing the letter.
- Forgetting to include conditions for confirmation or termination.
Elements and Structure
Essential elements in a temporary appointment letter
- Subject line indicating temporary appointment.
- Greeting addressing the employee.
- Statement of appointment with start and end dates.
- Job title, department, and key responsibilities.
- Terms and conditions, including provisional clauses if any.
- Signature of authorized person and date.
- Optional: Attachments or references such as policy documents or guidelines.
Pros and Cons
Advantages and disadvantages of issuing temporary appointment letters
- Pros:
- Provides legal documentation of employment.
- Clearly defines roles, responsibilities, and duration.
- Protects both organization and employee from misunderstandings.
- Facilitates HR and payroll processing.
- Cons:
- May create uncertainty for the employee due to temporary nature.
- Requires careful management to ensure compliance with employment laws.
- Frequent renewals or extensions can become administratively heavy.
