YOUR UNIT LETTERHEAD

SAMPLE Postdoctoral Scholar appointment letter

[Date]

[Candidate name], Ph.D.

[Address]

[City, State Zip]

Dear Dr. [Candidate name]:

On behalf of the <unit name> and, we are pleased to offer you a <full-time/part-time>,<non-benefits-eligible/benefits-eligible>(x.xxFTE), one-year reappointment as Postdoctoral Research Associate at a salary of $xx,xxx for the <fiscal/academic> year 20xx beginning <Month XX, 20xx through Month XX, 20xx[mjs1]>. In this position, you will be responsible to [two options here: 1) insert name of immediate supervisor, or 2) insert name of chair/director and include the language “through your day-to-day supervisor [insert name of immediate supervisor]”].

This position is not funded from state appropriations and may terminate when funding is no longer available. Your appointment may be renewed annually, contingent on satisfactory performance, the continued availability of funding, and the needs of the program. Annual renewals are possible up to four years after the initial appointmentprovided renewal is within five years of the awarding of your terminal degree.

Additional terms and conditions of this appointment include:

  1. Please plan to attend an orientation session provided for new ASU employees. Your health and other benefits must be elected by<enter date>. See for more information. (After <enter date>, elections may be made during the Annual Open Enrollment period or with a qualified life event.) The health and other benefits coverage will become effective the first day of the pay period following receipt of completed enrollment, provided it is submitted by <enter date>.
  2. Please visit for additional information on voluntary retirement and other optional benefits.
  3. All offers of employment are contingent upon the successful outcome (as determined by the university) of the pre-employment screening activities, including a criminal history check (or a fingerprint check), under Arizona Board of Regents policy 6-709.
  4. In accord with ASU policy, you must arrange for the college or university from where you earned your highest degree to send to ASU an original transcript indicating the terminal degree and bearing the official seal of the institution from which it is sent. Please ask the registrar to send your transcript directly to [name of contact person] at [academic unit/center/institute’s mailing address].
  5. In addition, in compliance with the Immigration Reform and Control Act of 1986, Arizona State University must verify the eligibility of new employees to work in the United States. The Office of Human Resources requires documentation before you can be paid. For more information, please visit their web site at
  6. Within the first 30 days of your employment, you are required to review the training module: “Title IX and Your Duty to Report”

By accepting this appointment, you agree to comply with the rules and regulations of the University, including those in the Academic Affairs Manual (commonly known as the ACD Manual), and the Arizona Board of Regents relating to your appointment, including the Conditions of PostdoctoralScholar Service, the Code of Ethics, and the Arizona Board of Regents Intellectual Property Policy. These documents are available online at and In addition, upon your acceptance of this appointment, you hereby assign to the Arizona Board of Regents for and on behalf of Arizona State University, all right, title, and interest in and to intellectual property created or invented by you in which the Arizona Board of Regents claims an ownership interest under its Intellectual Property Policy.

This offer will remain open until [month date, 20XX]. To accept, please sign and date this letter where indicated and return the original to the [academic unit/center/institute]’s office by this date. We are confident that you will find the overall research environment exciting and we look forward to you joining the [academic unit/center/institute].

Sincerely,

[Immediate supervisor’s name][Chair/Director name]

[Supervisor’s title]Chair/Director, [Unit]

[Unit/Center]

Enclosed:

job description

Accepted by:

[Candidate name], Ph.D.Date

[mjs1]

If making an FY appointment, contract dates are July 1 through June 30. Appointment can start late or end early. If starting after July 1, you should add the following sentence:

“The fiscal year is July 1 through June 30. As your appointment begins on <DATE XX>, your fiscal year salary will be prorated between <DATE XX> and June 30, 20XX.”

OR

“The fiscal year is July 1 through June 30. As your appointment ends on <DATE XX>, your fiscal year salary will be prorated between July 1, 20XX and <DATE XX> .”

If making an AY appointment, contract dates are August 16 through May 15. Appointment can start late or end early, but may not start between May 16 and August 15. If starting after August 16, you should add the following sentence:

“The academic year is August 16 through May 15. As your appointment begins on <DATE XX>, your fiscal year salary will be prorated between <DATE XX> and May 15, 20XX.”

OR

“The academic year is August 16 through May 15 As your appointment ends on <DATE XX>, your fiscal year salary will be prorated between August 15, 20XX and <DATE XX> .”