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After selection in Pakistan, two letters can arrive: an offer letter and an appointment letter. They look similar, but they are not the same document. One proposes the job. The other confirms it. Knowing which one you hold matters, because only one of them is proof of employment.
This guide explains what each letter is, when you get it, what it must contain, and how the sequence works in a Pakistan government job, where there is usually no separate offer letter at all.
The Difference at a Glance#
| Offer letter | Appointment letter | |
|---|---|---|
| When | After interviews, before joining | After acceptance, on or before joining |
| Purpose | Proposes the job | Confirms the job |
| Legal force | Not legally binding | Legally binding |
| Detail | Basic: post, salary, date, place | Full: duties, hours, benefits, terms |
| Proof of job | No | Yes |
The sequence is fixed: offer letter, then acceptance, then appointment letter, then joining. The appointment letter always comes after the offer letter. The offer cannot be withdrawn after the appointment letter is signed.
What Is an Offer Letter?#
An offer letter is a document the employer sends to a candidate who has been chosen for a role. It is sent after the interviews and any background checks, and it contains the essential details of the employment: the designation, the salary, the joining date, the location and the probation period. It is a clear expression of the employer’s intention to hire you.
An offer letter is generally not legally binding. It is an invitation to join, not a contract. Either side can withdraw before the appointment letter is signed: you can decline the offer, and the employer can withdraw it. The letter must contain enough detail for you to accept or reject the job comfortably, but it does not need to give a lot of information.
A typical offer letter includes the name of the candidate, the role, the job level, the date of joining, the location of posting, the compensation, the deductions, the rewards and benefits, the probation period, the notice period, the training period and the organizational rules.
What Is an Appointment Letter?#
An appointment letter is a formal document the employer sends after you accept the offer letter. It confirms your employment and gives the full terms and conditions of the job: the designation, the responsibilities, the salary structure, the working hours, the benefits, the terms of employment and the conditions for termination. It is a legally binding document, and you can face action if you break its conditions.
An appointment letter serves as proof of employment. An offer letter alone is not proof: employers usually ask for the appointment letter, salary slips or an experience certificate as proof. The appointment letter is usually given on or before the joining date.
How Government Jobs in Pakistan Differ#
In a Pakistan government job, there is usually no separate offer letter. The sequence is different. The commission publishes the final merit list and forwards its recommendation to the department. The department issues the appointment letter. You submit your joining report. The appointment letter IS the appointment, and it cites the office order number and date.
That is why the joining report replies to the appointment letter, not to an offer. Our joining letter guide explains the format: quote the office order number and date, state forenoon or afternoon, because it affects your first month’s pay, and keep a stamped copy. If you miss the joining date, the offer can lapse.
A real Government of Pakistan appointment letter shows the pattern. The Small and Medium Enterprises Development Authority’s probationer appointment letter states the post, the probation period, that the candidate was found medically fit, and that employment is regulated by the administration rules and the labour laws of Pakistan. During probation, employment can be terminated without notice by either side, with no compensation. The candidate signs the letter in token of acceptance by a date, after which the letter stands withdrawn. See smeda.org for the sample.
What to Check in Your Appointment Letter in Pakistan#
The post and the BPS. Check the exact post name and the Basic Pay Scale. A wrong BPS means wrong pay for your whole career.
The office order number and date. Every government appointment letter cites an office order. Quote it in your joining report. Without it, your joining has no reference.
The place of posting. Check where you are posted. Your first posting is stated in the letter, and you must join there.
The joining date. Check the last date to join. If you miss it, the offer can lapse. Join on the date, and state forenoon or afternoon in your joining report.
The probation period. The letter states how long your probation lasts. During probation, your appointment can be terminated without notice. Confirmation follows satisfactory completion.
The terms and conditions. Read every term: the salary, the allowances, the leave, the conduct rules and the termination clause. The appointment letter is a binding document. Once you sign it, its terms apply to you.
Sample Offer Letter Format#
An offer letter is short. It states the post, the salary and the date, and asks you to accept by a deadline. Here is a sample for a private sector post. A government job does not use this format, because the department issues an appointment letter instead.
Dear [Name], With reference to your application and interview, we are pleased to offer you the post of [Designation] in [Department/Company], with effect from [Date]. Your salary will be Rs [Amount] per month. Your place of posting will be [City]. You will be on probation for [3/6] months. Please confirm your acceptance by [Date]. This offer is subject to medical fitness and verification of your documents. Yours sincerely, [Name, Designation] [Company]
Sample Appointment Letter Format#
An appointment letter is longer and more formal. It states the terms and conditions in numbered clauses, and you sign it in token of acceptance. Here is a sample for a government post.
OFFICE ORDER NO. [Number] DATED [Date] Mr/Ms [Name] is hereby appointed as [Designation] (BPS-[Scale]) in [Department], with effect from [Date of Joining], on the following terms and conditions: 1. Your place of posting will be [City/Office]. 2. You will be on probation for [1/2] years. During probation, your services can be terminated without notice. 3. Your pay will be Rs [Amount] per month, plus allowances admissible under the rules. 4. Your services will be governed by the rules of the department as in force from time to time. 5. You are required to join duty on or before [Date]. If you fail to join by this date, this appointment will stand withdrawn. You are requested to sign this letter in token of your acceptance and return one copy to this office. [Name, Designation] [Department]
Is Your Appointment Letter Genuine?#
Fake appointment letters are a common scam. A genuine appointment comes after a merit list and a recommendation from the commission. If you never applied, never took a test and never appeared on a merit list, the letter is fake. Verify it on the department’s own website or by calling the department. Never pay a fee to receive an appointment letter. A fee is only ever paid through a PSID or a bank challan to the named body, never to a personal wallet or account. Our fake job ads guide explains how to check any job offer.
Frequently Asked Questions#
What is the difference between an offer letter and an appointment letter?
An offer letter is a preliminary document that proposes a job with basic details, such as the post, the salary, the joining date and the place of posting. An appointment letter is a formal, legally binding document that confirms your employment with full terms and conditions, including duties, working hours, benefits and termination. The offer letter comes first, the appointment letter comes after you accept the offer.
Is an offer letter legally binding?
No. An offer letter is generally not legally binding. It is an invitation to join, and either side can withdraw before the appointment letter is signed. The appointment letter is the legally binding document, and the offer cannot be withdrawn after it is signed.
What does an appointment letter contain?
An appointment letter contains the designation, the responsibilities, the salary structure, the working hours, the benefits, the probation period and the terms and conditions of employment, including the termination clause. In a government job it also cites the office order number and date, the place of posting and the joining date.
Do government jobs issue an offer letter?
Usually not. In a Pakistan government job, the sequence is the commission’s recommendation, then the department’s appointment letter, then your joining report. There is no separate offer letter. The appointment letter is the appointment.
How do I verify an appointment letter is genuine?
Check that your name appeared on the commission’s merit list and that the commission recommended you. Verify the letter on the department’s own website or by calling the department. A genuine letter cites an office order number and date. Never pay a fee to receive an appointment letter, and never pay into a personal wallet or account.
