Appointment Letter Format (Hotel & Corporate)-A Complete HR Guide with Standard Templates

An Appointment Letter is one of the most important documents in the employee lifecycle. It formally confirms employment terms, protects both employer and employee, and serves as a legal and HR reference. In hotels and corporates, a clear appointment letter ensures transparency, compliance, and professionalism.

This post explains what an appointment letter is, its key components, and provides standard formats for hotel and corporate use.

What Is an Appointment Letter?

An Appointment Letter is a formal document issued by an employer to a selected candidate confirming:

• Job role and designation

• Date of joining

• Salary and benefits

• Terms & conditions of employment

It is usually issued after offer acceptance and before joining.

Why Is an Appointment Letter Important?

• Legal proof of employment

• Defines salary, notice period & duties

• Protects company from disputes

• Required for audits and compliance

• Establishes reporting structure

Key Elements of an Appointment Letter

✔ Company details

✔ Employee name & designation

✔ Date of joining

✔ Salary structure

✔ Working hours & shifts

✔ Probation period

✔ Leave entitlement

✔ Notice period

✔ Confidentiality clause

✔ Termination conditions

Appointment Letter Format – Hotel Industry

APPOINTMENT LETTER (HOTEL)

Company / Hotel NameAddress

Date: ___ / ___ / _____

To,

Mr./Ms. ____________________

Address

Subject: Appointment Letter

Dear Mr./Ms. __________,

We are pleased to appoint you as [Designation] in the [Department] at [Hotel Name / Location], effective from [Date of Joining].

1. Place of Posting

Your initial place of posting will be [Hotel Name], and you may be transferred to any unit of the group as per business requirements.

2. Working Hours & Shifts

You will work as per hotel operational shifts, including weekends and holidays, as assigned by management.

3. Salary & Benefits

Your monthly / annual salary structure will be as discussed and detailed in Annexure A.

4. Probation

You will be on probation for a period of [3 / 6 months], during which your performance will be reviewed.

5. Leave Entitlement

Leave will be governed as per company policy applicable to hotel employees.

6. Confidentiality & Conduct

You shall maintain strict confidentiality of hotel operations, guest information, and company data.

7. Notice Period

During probation: [15 / 30 days]After confirmation: [30 / 60 days]

8. Termination

Either party may terminate employment by serving notice or salary in lieu thereof.

We welcome you to [Hotel Name] and look forward to a successful association.

Yours sincerely,

Authorized Signatory

Name & Designation

Hotel / Company Name

Appointment Letter Format – Corporate Office

APPOINTMENT LETTER (CORPORATE)

Company Name

Registered Address

Date: ___ / ___ / _____

To,

Mr./Ms. ____________________

Subject: Appointment Letter

Dear Mr./Ms. __________,

We are pleased to offer you the position of [Designation] at [Company Name], effective from [Date of Joining].

1. Role & Responsibilities

You will perform duties assigned to your role and any additional responsibilities as required.

2. Work Location

Your place of work will be [Office Location], with transfers as per company policy.

3. Compensation

Your compensation details are outlined in Annexure A.

4. Probation Period

Your appointment will be subject to a probation period of [3 / 6 months].

5. Working Hours

Your working hours will be [e.g., 9:30 AM – 6:30 PM], Monday to Friday.

6. Confidentiality & Non-Disclosure

You shall not disclose company information during or after employment.

7. Notice Period

Either party may terminate employment by providing [30 / 60 days] written notice.

Please sign and return a copy of this letter as acceptance.

Warm regards,

Authorized Signatory

Company Name

Common Mistakes to Avoid

• No probation clause

• Missing notice period

• Unclear salary structure

• No confidentiality clause

• Verbal offers without documentation

HR Best Practices

• Issue appointment letter before joining

• Attach salary annexure

• Keep signed copy in employee file

• Align with labour laws

• Use standardized templates

A well-drafted appointment letter reflects professionalism, transparency, and strong HR governance. Whether for a hotel or a corporate office, it sets the tone for a positive and legally compliant employment relationship.

Clear documentation builds trust and stability.