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An appointment letter is the written record of a job: who is hired, for what role, from what date and on what pay and terms. Employers hand it over once the hiring is settled, and under the Bangladesh Labour Act, 2006 it is not optional for workers covered by the Act.
Below you can download four editable formats: an English template, a Bangla template (বাংলা নিয়োগপত্রের নমুনা), a filled-in sample and a probationary appointment letter. Each comes in Word and PDF. Treat them as starting points. Change them to fit your organization, the employee’s category and the rules that apply to you.
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Table of Contents
Free Appointment Letter Formats in Bangladesh
Pick the format you need. Each card gives you an editable DOCX and a PDF for previewing or printing.
Appointment Letter Format in English
A blank template for general employee appointments. It has fields for employer details, employee details, designation, joining date, remuneration, employment terms and signatures. It is a general template, so check the clauses against your own contract and policies before you issue it.
বাংলা নিয়োগপত্রের নমুনা
A complete formal letter in Bangla, written in natural professional Bengali rather than a word-for-word translation. The employment particulars match the English version, so you can issue both if needed.
Sample Filled Appointment Letter
A completed letter for a fictional company and a fictional employee. Use it to see how the designation, joining date, salary and terms are written in practice. Every name and figure in it is made up.
Probationary Employee Appointment Letter
Includes a probation clause, the confirmation process, performance review and notice provisions. Probation length and termination terms depend on the employee’s category, so do not assume one clause suits everyone.
What Is an Appointment Letter?
An appointment letter is a formal document in which an employer confirms that a person has been hired. It names the post, the start date, the pay and the main conditions of work. Employers issue it after the candidate accepts the job, usually before or on the first day.
It matters because it is the first thing both sides turn to when there is a disagreement about pay, designation or notice. For that reason it should match the employment contract, your company policy and the labour law that applies to the worker. A letter that says one thing while the contract says another causes trouble later.
Appointment Letter Format: Sample and Explanation
A good letter is short and specific. Here is how the English template is laid out, with a fictional example in each part. Download the editable English template to follow along, or use the Bangla version.
Employer and employee information
Start with the company letterhead, the date and a reference number. Then add the employee’s full name, father’s name, present address and national ID number, if your company records it.
Ref: ABC/HR/2026/041 Date: 1 March 2026 To: Mr. Rahim Uddin, House 12, Road 5, Mirpur, Dhaka
(Fictional example. All names and details are illustrative.)
Job title, department and joining date
State the exact designation, the department, who the employee reports to and the date of joining. Get the designation right. It affects pay grade, promotion and any later dispute.
We are pleased to appoint you as Executive, Accounts, in the Finance Department, reporting to the Senior Manager, Finance. Your joining date is 1 April 2026.
Salary, benefits and employment conditions
Give the gross figure and break it down. Add working hours, the place of work, leave, the probation period if any, the notice period and any confidentiality or conduct terms. The salary section is covered in more detail further down.
Acceptance and signature
End with signature lines for the authorized signatory and for the employee, plus a date. A simple acceptance line works: “I accept the above terms and will join on the stated date.” Keep a signed copy.
What Should an Appointment Letter Include in Bangladesh?
In Bangladesh the main sources are the Bangladesh Labour Act, 2006 (amended) and the Bangladesh Labour Rules, 2015. At a minimum, a letter should cover:
- Employer and employee identification details
- Designation and the nature of the work
- Date of joining
- The employee’s classification, where applicable (for example probationer, permanent, temporary, casual, seasonal or apprentice)
- Wages and related benefits
- A reference to the applicable service rules and labour law
The appointment letter is not a one-size document. What you must include can depend on the type of establishment and the category of worker.
Legal requirements under Bangladesh labour law
The Labour Act classifies workers into categories such as apprentice, substitute (badli), casual, temporary, probationer, permanent and seasonal. The category you choose changes the probation rules, notice terms and benefits you can put in the letter. The Act also deals with appointment letters, identity cards and termination notice.
We have not quoted section numbers, probation lengths or notice periods here, because they differ by worker category and the law has been amended. [Sections 4, 5 and 26 and the related Rules] If you are unsure which category applies, ask a labour law practitioner.
Appointment letter compliance checklist
Run through this before you hand the letter over:
- Employer and employee names and addresses are correct
- Designation and department match your records
- Joining date is written clearly
- The worker category is stated (probationer, permanent, contractual and so on)
- Basic pay, allowances and gross pay add up
- Probation and notice terms fit the category and current law
- Working hours, place of work and leave are mentioned
- Reference to service rules or the employment contract is included
- An authorized person has signed and dated it
- The employee has a signed copy and you keep another
Need the blank form? Grab the English template.
How to Write an Appointment Letter
The steps below take about fifteen minutes once you have the hiring details in front of you.
Step 1: Add company and employee details
Put your company name, address and reference number at the top, then the employee’s full name and address.
Step 2: Specify the position and joining date
Write the exact job title, the department and the date the person starts. If the post has a reporting line, name it.
Step 3: State salary and applicable benefits
List basic pay and each allowance separately, then the gross. Say how and when salary is paid, for example by bank transfer at month end.
Step 4: Define relevant employment terms
Cover the worker category, probation if it applies, working hours, leave, notice and any confidentiality terms. Do not paste clauses that do not apply to this person.
Step 5: Review the document and obtain signatures
Have HR or a manager check it against the contract and the offer letter. Then collect the signatures of the authorized signatory and the employee.
Step 6: Provide the employee with a copy and retain the record
Give the employee a signed copy. Keep the original in the personnel file. If you run an HR system, upload a scan so it can be found later.
Start from the blank English template, or see how it looks filled in with the sample letter.
How to Mention Salary and Benefits in an Appointment Letter
Most disputes about appointment letters come from the pay section. Break the salary into parts so nobody has to guess.
The figures below are fictional. Your own structure must match the actual agreement and applicable legal requirements.
Example salary breakdown
Component | Illustrative amount (BDT/month) | Explanation |
|---|---|---|
Basic salary | 20,000 | The base on which many other benefits are calculated |
House rent allowance | 8,000 | Paid monthly with salary |
Medical allowance | 3,000 | Fixed monthly allowance |
Conveyance allowance | 2,500 | For travel to work |
Food allowance | 1,500 | Fixed monthly allowance |
Gross salary | 35,000 | Sum of the components above |
After the table, add a line about deductions such as income tax at source, if any, and say when and how salary is paid. Mention festival bonuses and other benefits only if the company really offers them.
Salary terms to verify before issuing the letter
- The gross figure equals the sum of the parts. Check the arithmetic.
- The numbers match the offer letter the candidate accepted.
- Each allowance is named and explained, not just “other allowances”.
- Every deduction is listed and has a reason.
- Overtime, bonus and increment rules are stated or clearly refer to a policy.
For related guides, see our salary calculation guide, salary sheet format and payroll. management page.
Appointment Letter Formats by Employment Type
The general template works for many roles, but each type of employment needs different clauses. We explain the six common ones below. We have not made six more downloads, so use the main templates and adjust.
Permanent Employee Appointment Letter
States the designation, pay, benefits, notice terms and a reference to service rules. It has no end date. Use the main English template.
Probationary Employee Appointment Letter
States the probation period, what happens at the end and how performance is reviewed. It should also say how the employee is confirmed and what notice applies during probation. Probation rules depend on the worker category, so confirm them first. Download the probationary letter [Probation DOCX] .
Contractual Employee Appointment Letter
Spells out the contract period, the scope of work, how payment is made and what happens when the contract ends or is renewed. A start date without an end date defeats the point of a contract.
Temporary Employee Appointment Letter
Covers the expected duration, the main duties and the conditions of the temporary work. Say why the post is temporary, for example a seasonal peak or cover for another employee.
Internship and Trainee Appointment Letter
Explains the purpose of the placement, its duration, who supervises the intern and the stipend, if any. Be clear whether a job offer is expected at the end or not.
Part-Time Employee Appointment Letter
States the working hours, the pay rate or monthly amount, the duties and the terms that apply. Pro-rata leave and benefits, if offered, should be written down.
Appointment Letter Formats for Different Industries in Bangladesh
The base letter stays the same across industries. What changes is the worker category, the work arrangements and the extra clauses. There are no separate industry downloads yet. Use the general template and customize it as below.
Garments and RMG Appointment Letter
Identify the worker’s category and grade, the job role, shift and work arrangement, wages and any special conditions. RMG factories have specific legal and compliance expectations, so check current requirements and have the template reviewed before mass use. If you manage a factory, the Garments & RMG HRMS page may help with record keeping.
Corporate Office Appointment Letter
Focus on the designation, department, reporting structure, salary, benefits and company policy terms such as confidentiality or code of conduct.
Manufacturing Employee Appointment Letter
Add role-specific duties, shift arrangements, workplace rules and safety requirements that apply to the plant. The Manufacturing HRMS page has related tools.
IT and Software Company Appointment Letter
Add role responsibilities, work location or remote and hybrid arrangements, pay, confidentiality, and intellectual property terms where appropriate. Employers often add a clause on ownership of work created on the job.
Appointment Letter vs Offer Letter vs Joining Letter
People mix these documents up. The table shows what each one is for.
Document | Main purpose | Typical timing |
|---|---|---|
Offer letter | Communicates proposed employment terms | Before acceptance or appointment |
Appointment letter | Records the appointment and employment terms | At the appropriate stage of hiring |
Employment contract | Sets out contractual rights and obligations | As required by the employment arrangement |
Joining letter | Records or communicates the employee’s joining | At or around joining |
Confirmation letter | Records confirmation when applicable | After the relevant review or probation process |
The short version: an offer letter proposes, an appointment letter confirms. What a document does in law depends on what it says and on the applicable law, not on the title at the top.
Frequently Asked Questions About Appointment Letters in Bangladesh
What is an appointment letter?
It is the employer’s written confirmation of a hire, stating the post, joining date, pay and main terms of employment.
How do I download an appointment letter format in Bangladesh?
Use the download cards at the top of this page. Choose English, Bangla, the filled sample or the probationary letter, then pick Word or PDF.
Can I get an appointment letter format in Word?
Yes. Every format here comes as an editable DOCX file, with a PDF alongside for printing.
Is a Bangla appointment letter acceptable?
Yes, many employers in Bangladesh issue letters in Bangla. Keep the terms consistent with any English version or contract you also issue.
What information should an appointment letter contain?
Employer and employee details, designation, joining date, worker category, pay and benefits, key terms and signatures. See the checklist above.
What is the difference between an offer letter and an appointment letter?
An offer letter proposes the terms before the candidate accepts. An appointment letter records the appointment once it is made.
Can an appointment letter include a probation period?
Yes. Use the probationary template and confirm that the period and terms suit the worker’s category under current law.
Does every employee need the same appointment letter format?
No. The base layout can be shared, but the clauses should reflect the person’s category, role and contract.
Download and Customize Your Appointment Letter
You now have four formats to start from: the English template, the Bangla template, a filled sample and a probationary letter. Before you issue any of them, compare the text with the real employment arrangement and the legal requirements that apply to that employee.
Download the appointment letter template that fits your hire, then fill it in and keep a signed copy on file.
If you are still storing letters in folders and email, look at HRMS software for employee records and HR documentation from HRMS Software Bangladesh.