Companies and employers across different industries in Bangladesh use appointment letters to legalize the employment of new hires. These letters have different elements and terms that set the tone of the employment.
Because of the different styles of working and different rules across industries, many elements are different. But these elements must meet the Bangladesh Labor Act 2006. And be fair to the newly appointed employees.
What Is an Appointment Letter?
An appointment letter is the legal document that confirms a new hire’s engagement with the employer. It entails the designation, salary, probation period, job location, reporting, and other important terms and conditions of the employment. It is issued by the employer to the newly hired employee.
It is important for the employer and employee because it is a legally binding document that lists the:
- Terms and conditions of the employment
- The rights of the employee with the organization
- Rights of the employer toward the new hire
Also, in case of a dispute, clauses or terms stated in an appointment letter may be reviewed to make a decision.
What Are the Elements of an Appointment Letter in Bangladesh?
The appointment letter ensures that employers and employees are on the same page regarding employment. The letter usually includes some common clauses. As well as a few additional clauses.
Employer And Employee Details
You will find basic personal details of a new employee on the appointment letter. These include Name, Contact Number, Email, and Address. You will also see the details of the employer (company) as the letter is printed on letterhead.
Job Title And Description
The employee’s designation and job description are listed on the letter. Ideally, the designation should indicate the hierarchical position (e.g., officer, senior officer, Assistant Manager, Manager, etc.) along with the department or function name. An example would be “Assistant Manager – Marketing”.
The duties or responsibilities are also included in the appointment letter. The description guides and sets the rules for what is expected of the employee in terms of performance.
Salary, Benefits, And CTC Details
The appointment letter also mentions the salary breakdown of the newly appointed employee. The components of salary include basic pay, house rent, food allowances, provident fund (if any), and other allowances.
If the employee is entitled to other benefits, the letter also mentions those. Employee benefits include bonuses, leaves, profit shares, etc.
Joining Date, Working Hours, And Probation Period
The employee’s joining date is mentioned, showing from which date he will join. The working hours are also mentioned. Usually, expected in time and standard working hours per day or week are mentioned.
Also, the probation period, which is around 3 to 6 months as per the labor law, is stated. Employers also mention that the employee’s confirmation of the job will be dependent on the evaluation of their performance during the 6 months of probation.
Terms & Conditions, Termination, And Notice Period
An important part of the employment letter is the section mentioning Termination. The section lists the reasons for termination. As well as the notice period, the employee will get it before the employer ends their employment.
The employee is also given the right to resign by submitting a resignation letter, with a notice period or pay in lieu thereof. Usually, an employer and employee both get the same notice period for ending the employment.
Signature And Company Seal
At the end of the appointment letter, slots are kept for the employer and employee to sign and agree to the appointment. The employer signs with the company seal. And the employee signs, agreeing to the terms of the employment, within a stipulated time.
Appointment Letter Format - Bangladesh Standard Template
There are different types of Appointment Letters across different industries. Though most include the basic elements, templates vary depending on industries and employee types.
A basic, general appointment letter template is as follows:
Appointment Letter Format Example #1 (Microsoft Word & Google Doc Supported)
Appointment Letter Format Samples for Different Employment Types
Here are different Appointment Letter formats of Bangladeshi companies, as per employment types and industries:
Appointment Letter Format for Probation Period
Newly joined employees under a probation period get simple clauses in their appointment letter. The letter could be for the probation period. Or, it could be the main Appointment letter, followed by a Confirmation Letter after 06 months.
Appointment Letter Format Example #2 (Microsoft Word & Google Doc Supported)
Appointment Letter Format for Permanent Appointment
Any employee hired for a permanent role receives an Appointment Letter in this format. It encompasses all the terms of the employment, along with any supplementary documents.
Appointment Letter Format Example #3 (Microsoft Word & Google Doc Supported)
Appointment Letter for Internship
Interns joining a company for a short period or University coursework receive this type of Appointment letter. However, many companies promote interns to MTO positions or Officer Levels, depending on performance.
Appointment Letter Format Example #4 (Microsoft Word & Google Doc Supported)
Appointment Letter Format for Part Time/Contractual Job
Usually, contractually hired employees receive Contract Letters. However, some companies give Appointment letters listing the terms and conditions.
Appointment Letter Format Example #5 (Microsoft Word & Google Doc Supported)
Appointment Letter Format Samples for Different Industry and Job Role
Appointment letters can be different in structure and presentation across industries. Though core clauses based on designation, salary, duration, termination, etc. remain same, elements based on role or industry are added.
Corporate & Office Jobs
Corporate executives and managers receive similar types of appointment letters. These are pretty straightforward and follow BLA 2006 provisions.
Appointment Letter Format Example #6 (Microsoft Word & Google Doc Supported)
Education & NGO
Non-profit organizations like schools, colleges, NGOs, and similar tailor their appointment letters as per industry requirements. They have set rules for drafting the letters as per the Education boards.
Appointment Letter Format Example #7 (Microsoft Word & Google Doc Supported)
Healthcare & Medical
The healthcare companies have different operations and work styles. They must comply with laws fully. Including how employers draft Appointment Letters.
Appointment Letter Format Example #8 (Microsoft Word & Google Doc Supported)
[For Doctor or Pharmacist]
Appointment Letter Format Example #9 (Microsoft Word & Google Doc Supported)
[For Nurses]
Engineering & Manufacturing
Appointment letters to employees working in plants or factories include clauses on managing safety and keeping the environment clean. They are usually technically skilled workers, so the appointment terms focus on those.
Appointment Letter Format Example #10 (Microsoft Word & Google Doc Supported)
IT & Digital Jobs
Tech-based jobs are a mix of corporate and skilled work. The letters given to techies reflect that, keeping the core clauses similar.
Appointment Letter Format Example #11 (Microsoft Word & Google Doc Supported)
Retail, Sales & Hospitality
People working in retail, sales, and hospitality receive commissions. They may have shifting hours as well that are mentioned in the appointment letters.
Appointment Letter Format Example #12 (Microsoft Word & Google Doc Supported)
How to Write a Customized Appointment Letter for Your Company?
As an HR professional, you need to write role-specific appointment letters. These will comprise some basic clauses found in all appointment letters. But some variations will be needed. You can download appointment letter templates from established HR software websites like PiHR. Then you can customize the content of the template as per your needs.
AI tools like ChatGPT, Claude, Gemini, etc., can be used to draft HR appointment letters as well. And then you can edit them as per your needs and policies.
Step 1: Gather the right company and candidate information. Organize them accordingly.
Step 2: Write the job details and create the salary structure as per company policy.
Step 3: Add the terms and conditions of the employment so that the new hire can understand their role correctly.
Step 4: Proofread and finalize with the company seal. If needed, cross-check with the functional HoDs or superiors.
Step 5: You can send the appointment letter via email or simply deliver it in person. By calling the new hire to the office before joining.
What Are the Differences Between Appointment Letter, Offer Letter, and Joining Letter?
Once a candidate is finalized for hiring, they will be given an Offer Letter by the HR manager. The Offer Letter works as a formal message of the employer showing their interest to hire the selected candidate. It includes the job title, proposed salary, expected start date, and some basic terms of employment.
The appointment letter follows suit after the candidate accepts the offer (or once everything is agreed) to formalize the employment relationship. It becomes the formal documentation of the job role, terms, conditions, and responsibilities.
The joining letter is submitted by the new employee. Acknowledging his intent to join, effective from an agreed-upon date. It is typically given on/before the first day of work or at the time of joining.
Is There Any Difference Between Employment Letter And Appointment Letter?
Yes, there is a difference between an employment letter and appointment letter; but it varies by country. In Bangladesh, the terms employment letter and appointment letter are often used the same way. The appointment letter is the primary document issued when hiring. It typically serves as the employment agreement. A separate employment contract is not always issued unless it’s for senior or specialized roles.
In countries like India and Indonesia, an appointment letter is issued first. Upon accepting the offer by the candidate, it confirms the hiring decision. After that, a formal employment contract is prepared. This becomes the legally binding document outlining all terms and conditions of employment.
Is Appointment Letter Mandatory In Bangladesh?
For a full-time, permanent role, an Appointment Letter is legally required in Bangladesh. However, if an employer wants to hire contractually, an Employment Contract is the better option. This document is more used for work engagements that are of a contractual nature (1-3 years per contract).
Is Appointment Letter Mandatory In Bangladesh?
For a full-time, permanent role, an Appointment Letter is legally required in Bangladesh. However, if an employer wants to hire contractually, an Employment Contract is the better option. This document is more used for work engagements that are of a contractual nature (1-3 years per contract).
How Long After An Interview Do Companies In Bangladesh Issue Appointment Letters?
Once a candidate is finalized, they are usually sent an offer letter or are informed of the offer within seven days of the final interview. The potential hire gets around 1-2 days to accept the offer. Once they accept the offer, an Appointment letter is shared with them within a week.
What Is the HR Process After Issuing An Appointment Letter In Bangladesh?
The newly hired person must go over the appointment letter. Then, if they accept the terms, they will sign the document and send a copy of it to HR within 3 to 7 days (in most cases). That would be taken as an acknowledgment of their joining.
During the first day of office, the new hire will submit a joining letter along with other relevant documents for their personal file and HR records. Then his onboarding will commence.
