Appointment Letter for Hiring a Hotel Manager: Template Included

In the hospitality sector, finding the right person to lead a team is vital for the success of the hotel. Hotel managers oversee the daily operations of the hotel, ensure guests experience a higher quality of service and collaborate with sales and finance departments to increase a hotel’s profitability. Once you have recruited a candidate who can satisfactorily fulfill these responsibilities, it’s time to formalize the contract. An appointment letter for the hotel manager plays a key role in formalizing the employment and setting clear expectations. This blog will delve into the important elements that must be included in the appointment letter to make it effective.

Key Components to Include in the Appointment Letter of a Hotel Manager

An effective appointment letter legally binds the employment and outlines the daily responsibilities the hotel manager is expected to perform. By including the following elements, you can write a strong appointment letter for a hotel manager.

1. Start with a Short Introduction

Start your appointment letter on a positive and warm note. This will help the new candidate feel appreciated and welcomed in a new company. You can use statements such as ‘Welcome [candidate’s name], we are delighted to have you on board!’ This can help the new manager feel more comfortable at their new company.

2. Highlight the Job Details 

The job detail is one of the most important sections in the appointment letter. This is because it helps in setting clear expectations. By including the following information, you can ensure transparency at all times.

i. Job Description: The job description must include a brief overview of the candidate’s designation and primary responsibilities.

ii. Start Date: Include all relevant information regarding the date of joining. If it is a temporary role, you can also include the date the contract ends.

iii. Work Schedule: Add details about the shift timings and other work arrangements. This can include information about immediate reporting during non-work hours in case of an emergency.

iv. Reporting Structure: Briefly mention the supervisor the manager could be reporting to. This can include details like the name, designation, and contact details of the supervisor in charge.

v. Location: Since hotel managers often oversee multiple branches or work both in-office and carry out field duties, it is important to mention any relevant details regarding the same.

3. Add the Terms and Conditions Attached to the Employment 

The terms of employment help in setting clear expectations and avoiding any legal disputes in the future. By meticulously adding the details mentioned below in the appointment letter of a hotel manager, you can foster trust and transparency from the very beginning.

i. Type of Employment: Mention if the employment is a full-time role or contract-based. If it is contract-based, add all relevant details about it. You can add the ending date for the contract, any factors upon which the contract is based, or the possibility of it turning into a permanent role.

ii. Probation Period: Outline the length of the probationary period and factors upon which the manager might be assessed.

4. Include a Compensation and Benefits Section

It is an important section that employees often look forward to. By adding details about the compensation and benefits the hotel manager could be eligible for, you can make it a more meaningful experience.

i. Salary: Specify the monthly or annual salary the hotel manager will be receiving each month. Moreover, mention the tax deductions incurred on the salary amount and the final sum that the manager would receive. Additionally, by mentioning the date and mode of payment, you can ensure transparency.

ii. Benefits: List the employee benefits the hotel manager might be eligible for. You can include information about EPF, health insurance policies, retirement policies, paid vacations, and access to the gym.

5. Outline the Confidentiality Agreements

Hotel managers are often susceptible to sensitive client and hotel information. By adding a confidentiality agreement, you can ensure this information remains safe at all times. You can add a section regarding all the information that is classified as confidential. Moreover, you can also ask the hotel manager to sign a non-disclosure agreement.

6. Specify the Conditions That Can Lead To a Termination of the Contract

This section of the appointment letter for a hotel manager is extremely important and must be written with utmost clarity. By adding the following elements to this section, you can write it with clarity.

i. Factors Responsible for Termination: Specify the factors that can lead to the termination of the employment. This can include factors like misbehavior, poor performance, and security breaches.

ii. Notice Period: Add details about the notice period. This can include information such as the total number of days either party is entitled to before someone terminates the contract. Additionally, if relevant, you can also include information about any severance pay.

7. Acceptance Timeline:

Provide a reasonable timeline for the hotel manager to accept the appointment letter. Additionally, you can also provide a timeline to submit bank details and identification proof under this column.

8. Ending Remarks:

Finish the letter on a positive note, reiterating the importance of the candidate to the hotel business. You can also add the contact details of an HR personnel in case of any further clarifications.

Sample Appointment Letter for Recruiting a Hotel Manager

Check out this sample appointment letter for a hotel manager to formulate an effective joining letter.

Dear [Candidate’s Name], Congratulations on being shortlisted for the position of Hotel Manager at [hotel’s name]!  Here are some of the key responsibilities you will carry out during your tenure at [hotel name]: – Handle guest complaints and undertake all measures to effectively solve them. – Monitor all feedback received to come up with innovative ways of enhancing the guest experience. – Oversee all aspects of hotel operations, including front desk, housekeeping, and maintenance. – Develop impactful training programs to train new recruits and refine their business communication skills. – Collaborate with the sales and marketing team to find opportunities for profit and manage the current budget. Here are some of the additional guidelines you must adhere to:  – Your date of joining is at [DD/MM/YYYY]. – Your work timings are from 09:00 am to 06:30 pm, from Monday to Sunday with a weekly leave on Thursdays. Occasionally, you might be expected to report during a non-working hour in case of an emergency.You will be working under the Regional Manager, [supervisor’s name]. You will receive a salary of [salary amount], subjected to x% taxes on [date] of each month. You are eligible for the following employee benefits: – EPF – Retirement funds – Access to gym  – Annual paid vacation leave During your tenure at [hotel name], you might be working with sensitive guest information. You are instructed to handle it with utmost caution. A security violation can lead to strict disciplinary actions or termination of the contract. Your employment will be subjected to the following conditions:  – You are eligible for 20 annual paid leaves. – You will be serving a 30-day probationary period, during which you will be assessed on your management, team-leading, and problem-solving skills. Kindly accept this offer letter by [date]. In case of further clarifications, you can reach out to [HR information] through [contact details]. We are looking forward to working with you and hope it will be a beneficial opportunity. [Hiring Manager’s Name]  [Title] ———————————————————————————————————————————————————- Acceptance of Offer: I, [Candidate’s Name], accept the terms and conditions mentioned in this offer letter. Signature: _______________________ Date: _______________________

Conclusion

An effective appointment letter for a hotel manager clearly outlines the primary responsibilities they might be expected to carry out. By thoroughly following this blog that highlights the key responsibilities, terms, and conditions associated with employment and job benefits, you can craft an appointment letter that provides all important details and maintains transparency. If you are looking to recruit more hotel personnel, you can check out our guide to an appointment letter for the hotel industry.