Appointment Request Letter Template for New Zealand

An Appointment Request Letter is a formal document used in New Zealand's employment process to initiate the hiring of a new employee. This document serves as an official communication expressing the employer's intent to appoint a candidate to a specific position, subject to certain conditions and requirements. Compliant with New Zealand employment legislation, including the Employment Relations Act 2000 and Privacy Act 2020, the letter outlines key employment terms, conditions, and next steps in the hiring process. It acts as a preliminary document before the formal employment agreement, setting clear expectations and requirements for both parties.

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What is a Appointment Request Letter?

The Appointment Request Letter is a crucial document in New Zealand's employment process, typically used after successful interviews and before the formal employment agreement. This document represents the initial step in formalizing an employment relationship, where an employer communicates their intention to hire a candidate. The letter must comply with New Zealand employment laws, including the Employment Relations Act 2000, Privacy Act 2020, and Human Rights Act 1993. It includes essential information such as the position details, key terms of employment, any conditional requirements, and next steps in the hiring process. The Appointment Request Letter serves as a bridge between verbal discussions and the formal employment agreement, providing clear documentation of the intended employment relationship while maintaining professional standards and legal compliance.

What sections should be included in a Appointment Request Letter?

1. Letter Header: Company letterhead, date, and recipient's contact details

2. Greeting: Professional salutation addressing the candidate by name

3. Position Details: Clear statement of the specific role being offered and department/team

4. Key Terms Summary: Brief overview of essential terms like start date, salary range, and employment type (permanent/fixed-term)

5. Next Steps: Clear outline of the acceptance process and what documentation is required

6. Response Timeline: Deadline for responding to the appointment request

7. Contact Information: Details of who to contact for questions or submission of documentation

8. Closing: Professional sign-off with name and title of the sender

What sections are optional to include in a Appointment Request Letter?

1. Pre-employment Conditions: Used when specific conditions must be met before employment can commence (e.g., background checks, drug testing, reference checks)

2. Benefits Overview: Added for senior roles or when the benefits package is a key selling point

3. Confidentiality Statement: Included when dealing with sensitive industries or senior positions

4. Work Location Options: Added when offering flexible working arrangements or multiple location options

5. Probationary Period: Included when the role will be subject to an initial probationary period

What schedules should be included in a Appointment Request Letter?

1. Pre-employment Check Forms: Required forms for background checks, reference checks, or other pre-employment screening

2. Position Description: Detailed outline of the role's responsibilities and requirements

3. Required Documentation Checklist: List of documents the candidate needs to provide (e.g., qualifications, ID, work permits)

4. Company Information Pack: Additional information about the company, culture, and benefits

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Jurisdiction

New Zealand

Publisher

Genie AI

Document Type

Service Letter

Cost

Free to use

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