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hi and welcome to HR how-to today Im going to tell you how to write an employee appointment letter extending an offer of employment through an appointment letter is one of the more pleasurable tasks of being a business executive the letter is more than just a goodwill gesture however it also serves as a contract between you and the perspective employee for this reason be sure to include all the terms conditions and specifics of the offer close the letter with a few positive words remembering that your letter might set the tone for this new business relationship step 1 prepare your employee appointment letter on company letterhead follow the block style of business letter writing this means all the lines should be flush left the top line should have the date the next line four spaces down should include the employees name and address single spacing between lines spaced twice and include the salutation use the persons first name for a more personal touch for example dear Jennifer then