Offer letter vs appointment letter
The offer letter is the proposal you accept before joining. The appointment letter usually confirms your employment, with the full terms, once you join. Keep both for every job.
Side by side
- When
Offer letterAfter you clear the interviews, before you join.
Appointment letterOn or after your joining day, sometimes after probation.
- What it is
Offer letterA proposal: the role, CTC and joining date, for you to accept.
Appointment letterThe confirmation that you are employed, with the full terms.
- Usually contains
Offer letterTitle, CTC and its split, location, joining date, a deadline to accept, conditions like verification.
Appointment letterEverything in the offer plus probation, notice period, leave, conduct rules, and any service agreement.
- Can it be withdrawn?
Offer letterIt can be, before you join, which is why conditions are listed in it.
Appointment letterEnding employment after it follows the notice and terms it sets out.
- Keep it for
Offer letterComparing offers, negotiation, and proof of the CTC agreed.
Appointment letterBackground verification at your next job, loans, visas and any dispute.
Practices vary: some companies issue one combined letter, and names differ.
Questions people ask
My company gave only one letter. Is that a problem?
Many companies combine the two into one letter, often called an offer-cum-appointment letter. If it has the terms (role, pay, probation, notice), it does the job of both.
Which one does background verification ask for?
Usually the appointment or offer letter, with the relieving letter and payslips. Keep both letters, signed, for every job.
The appointment letter differs from my offer letter. What do I do?
Point out the difference to HR in writing before you sign, with the offer letter attached, and ask for a corrected letter.
Holding an offer letter now?
Thirteen things to check in it before you accept, with ticks that stay.
General guidance, not legal advice.