Appointment Letter Templates
An appointment letter is written to inform an employee of the terms of employment, salary, benefits eligibility, effective date, union representation, and other important information about the appointment change.
The Department of Enterprise Services (DES) Small Agency Assistance (SAA) encourages the use of a formal appointment letter as a follow-up to a job offered by phone or in-person. SAA has developed some appointment letter templates that can be used to inform employees of their new position, salary increase, or new appointment status.
If you are missing information to complete the appointment letter, need assistance determining what type of letter should be used, or if you need a different type of letter, contact the Small Agency Assistance Team. Some of your questions may be answered by reading the Frequently Asked Questions.
Note: If your employee is moving from a non-represented to a represented position or vice versa, work with your assigned human resources business partner to add appropriate language to letter templates.
- WFSE Letter Templates
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- Additional pay – add – please reach out to your HRBP
- Additional pay – remove
- Demotion – voluntary
- Duty station change
- Elevation
- In-training appointment (probationary or trial service)
- In-training series complete
- In-training step complete
- Non-permanent appointment
- Non-permanent appointment extension
- Non-permanent to permanent appointment with credit given
- Non-permanent to permanent appointment without credit given
- Non-permanent end – please reach out to your HRBP
- Non-permanent on call
- Overtime eligible to overtime exempt
- Overtime exempt to overtime eligible
- Probationary appointment
- Probationary extension – please reach out to your HRBP
- Project appointment – extension
- Project appointment – probationary or trial service
- Reallocation downward
- Reallocation upward
- Salary increase
- Salary increase with overtime change
- Schedule change with salary adjustment
- Seasonal appointment – permanent return
- Seasonal appointment – probationary
- Supervisor change
- Trial service appointment
- Trial service extension – please reach out to your HRBP
- Workweek change (9/80 schedule)
- Non-Represented Letter Templates
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- Additional Pay – add – please reach out to your HRBP
- Additional pay – remove
- Demotion – voluntary
- Duty station change
- Elevation
- In-training appointment
- In-training completion
- In-training step completion
- Non-permanent appointment
- Non-permanent appointment extension – verify with HRBP
- Non-permanent end – please reach out to your HRBP
- Non-permanent on-call
- Non-permanent to permanent with time served
- Overtime eligible to overtime exempt
- Overtime exempt to overtime eligible
- Probationary appointment
- Probationary extension – please reach out to your HRBP
- Project appointment – extension
- Project appointment – probationary
- Project appointment – trial service
- Reallocation downward
- Reallocation upward
- Salary increase
- Salary increase with overtime change
- Schedule change with salary adjustment
- Seasonal appointment – permanent return
- Seasonal appointment – probationary
- Supervisor change
- Trial service appointment
- Trial service extension – please reach out to your HRBP
- Workweek change (9/80 schedule)
- WMS/EMS Letter Templates