Just about every business hires temporary or seasonal employees on occasion. Writing that job offer letter can be a bit tricky. You need to be clear about the terms of the offer so there can be no misunderstanding about the length of the employment.Some temporary jobs have the potential to become permanent positions. If this is the case, you must precisely identify the required conditions for this to happen. Other temporary positions have a clear start and end date, such as a retail clerk to help with a busy holiday season. Failure to accurately identify the scope of the work can lead to misunderstandings, stress, and sometimes even legal action.Avoid the mess by using our appointment letter for temporary position templates. We’ve provided excellent tips and examples to help you write a solid letter.
Appointment Letter for Temporary Position Template
Amir Brown is a hiring manager for ProBusiness Tools, a software firm. He is writing this letter to offer a temporary position to Valerie Stone, a computer engineer. ProBusiness Tools needs temporary help to get their new product to market on time.
It is my pleasure to offer you a temporary short-term position as a computer engineer with ProBusiness Tools. This appointment will begin March 25th and terminate October 25th. If our new product does not launch as scheduled, there is a possibility we may extend your employment. If this happens, we will make a new offer at that time. Your project manager is Carrie Streeter. You will report directly to her.
This position is 40 hours a week with the option of overtime. As it is a temporary position, you will not be eligible for company benefits, health care, or the 401K plan.
Your employment at ProBusiness Tools is “at will.” Therefore, you are not under a contract, and either you or ProBusiness Tools retain the option of terminating this employment at any time, with or without notice or cause.
Please come to our HR office to complete the state-mandated background checks and security clearances a week prior to your start date. Bring proof of your identity in the form of a driver’s license, birth certificate, passport, or government-issued ID card. Bring a signed and dated copy of this letter. We will also need documentation of your authorization to work in the United States.
We are glad to have you aboard and hope you enjoy your time with ProBusiness Tools. Contact me if you have any questions.
Amir Brown, HR manager at ProBusiness Tools
How To Write an Appointment Letter for Temporary Position
When you interview great job candidates and want to offer them a position with your company, you need to write appointment letters. These letters not only extend the job offer and give necessary information to the potential employee, they communicate enthusiasm about working for your company.
You can begin the letter with a first name salutation. If you’re offering a job, you know the person well enough to use the first name. It also lends a personal tone to the letter.
Immediately offer the position, including start and end dates and the title of the position. It is also a good idea to establish the chain of command and let the employee know to whom he or she will report.
Since this is a temporary position, it is important to be clear about the terms of employment. Discuss hours per week, benefits, and possibility of a job extension or conversion to regular, full-time employment in this letter. Also let the employee know if this is “at will” employment or if he or she is under contract. If your company has a legal department, you can check with them to make sure you’ve covered your bases.
Conclude the letter by informing the candidate about paperwork and documentation he or she needs to begin the job. Tell him or her to sign and date a copy of the letter, and provide a deadline to get these things done. Let the employee know who to contact if he or she needs further information. If you need help crafting this letter, use our appointment letter for temporary position template.
What To Avoid in Your Appointment Letter for Temporary Position
When writing an appointment letter for temporary position, avoid vague generalizations that leave more questions than answers. The terms of the offer must be clear. The new employee wants to hit the ground running and needs good information to do so. Specify the start and end dates of the employment, the hours, and options for overtime or an extension to the work period. Don’t make promises you can’t keep. If this job has no possibility of rolling into full-time work, don’t even hint of it.
Always identify the manager who is in charge of the new employee and who to contact for more information. This may be the manager or the human resources department. Regardless, new employees have many questions you might not anticipate, such as where to park or which door to enter. If they know who can answer those questions for them, it puts them at ease and smooths that first day transition.
How To Follow Up After Sending Your Appointment Letter for Temporary Position
After offering jobseekers a position with your company, it is customary to allow an appropriate length of time for them to think about the offer before accepting. You may stipulate the length of time in the appointment letter if you wish. A week is generally sufficient, although under mitigating circumstances, you might wait longer.
After the chosen time has passed, if you have heard nothing, reach out to the candidates by phone. Inquire if they have received the offer. If they have, you can ask them if they intend to accept it. If they have not, then you know that you need to resend the offer. At all times, you should convey genuine excitement about the prospect of this employee coming aboard.
Top 5 Appointment Letter for Temporary Position Writing Takeaways
1. Be clear about the terms of the appointment
When hiring for a temporary position, it is especially important that the employee understands the length and scope of the work. Don’t imply that the position might become permanent just to get a candidate to accept the job.
2. Mention conditions of employment
Background checks, security clearances, and drug testing are some of the possible contingencies that affect hiring. Tell the employee which ones are necessary and what he or she needs to do to get them taken care of.
3. Get a signed copy
Provide two copies of the letter. The employee signs and dates one and returns it to you. This is for your records and indicates the employee’s agreement to the terms of the job offer. The other copy is for the employee’s personal records.
4. Let the employee know if he or she is under contract
Some temporary positions are under contract, but many more are “at will,” meaning either your company or the employee may terminate the employment at any time. The employee needs to understand under which set of terms he or she works, so there is no confusion about “breach of contract” if the company fires or lays him or her off.
5. Don’t worry, be happy
Show that you are eager for this new employee to start. Use positive language and a genuinely welcoming tone. Make him or her feel that you truly want and need him or her in this position.