Joining Letter: Format, Samples and Tips

February 1, 2024
joining letter

Quick Summary

  • A joining letter is a formal document issued by an employer to a candidate who has been selected for a job position.
  • It outlines essential details such as the position title, joining date, and terms of employment.
  • Date, Receiver’s Name and Designation, Company Address, Subject, Closing Salutation, and Writer’s Name should be mentioned in the letter.

Table of Contents

“A good first impression can work wonders” ~ J. K. Rowling

Well, Rowling said correctly, whether it’s personal setting or professional making the first good image can solve lots of your problems. And if you got your offer letter from your future employer and are ready to start a new chapter of your career journey then there is nothing better than writing a joining letter.

Want to know what a joining letter is and how it can help you break the ice at your new workplace? Then keep reading till the end!

What is a Joining Letter?

A joining letter holds significance for an employee, this is a letter written by the selected employee to their employer.  Once an employment letter is received from them, inviting the candidate chosen to start working for the company.

The main aim of drafting is to express one’s willingness and desire to accept the job. Along with this, it also fulfils the purpose of a formal documentation protocol which marks the start of the employee’s work with the company. Joining letters are usually written to the owner of the company. Companies usually send employment letters to various candidates, which is followed by an interview. However, candidates have the option to accept or reject the offer.

Uses of a Joining Letter

A joining letter is a formal letter that is used to convey different types of messages to the receiver. It is very useful while communicating with your hiring company or manager. Some of the few uses are mentioned below.

  1. It expresses one’s willingness and desire to accept a job. This is the main aim of a joining letter.
  2. Also, it serves as an official record of the beginning of an employee’s work with the company.
  3. Usually written to the company’s owner or the top management, the letter is sent to the company to mark the approval of the work and get their benefits, salary, and performance report procedure started.

Format of a Joining Letter

Drafting a job joining letter can be a tricky task. However, if you know how to do it, things can become simpler. So, here is the list of things that are present in the format of a joining letter.

tips for writing joining letter


1. Mention the Date

Mentioning the date on which you are writing the joining letter to send is important. As it’s an official document it goes in your records and mentioning the date is something that is done in writing in any official document, so mention the date. And remember to use an expanded date format.

Example-
11th April 2023

2. Receiver’s Details

Writing the receiver’s details correctly is one of the most important things to do. It is recommended to mention the exact designation, company name and address along with the name of the receiver, to avoid any confusion. So, be careful while writing the receiver’s details, wrong details can make a bad impression.

Example-
To,
Mrs. Bani Kaur
Senior Recruitment Officer
ABC Pvt. Ltd., New Delhi

3. Brief Subject Line

Adding a subject line in any official letter is a must. So, write a crisp and concise line in your joining letter application, mentioning the reason for writing the letter. This tells the reader what to expect in the letter body in brief.

Example-
Subject: Joining letter for Software Engineer- Rakesh Gupta

Recommended Read: Top Subject for Sending Resume to Get Hired Faster

4. Reference to Previous Conversation

Mentioning the reference to the previous conversation (if any) is important. For say the company has sent you an offer letter and you are replying to them with your joining letter, then add that conversation thread in reply. This helps the reader to understand things better.

Example-
Reference: Offer letter Dated 30 Mar 2023, Content Strategist, PTP Firm, Duhai

5. Write Salutation

Addressing the reader properly and setting up a proper tone is an important aspect of forming professional relationships. And job joining letter is your first chance to do so. So, before writing your message, write salutations for the reader.

Example-
Respected Madam/Sir

6. Write the Message

This is a central part of your letter, in the letter body, you must mention details regarding your job position, the date you intend to join, the documents required etc.

Example-
I am delighted to accept the offer of employment at NXS Limited as Lead Engineer. I am excited to join your team and contribute my skills and experience to the company’s growth. Thank you for the opportunity and I look forward to starting on 18 Apr 2023.

7. Conclude the Letter

Concluding your joining letter application on a good note is as important as starting it. Mention a fitting and professional conclusion which shows your enthusiasm and interest in joining the team.

Example-
Thank you for giving me this opportunity, I am excited to become a part of this esteemed organization and contribute my skills towards its growth and success.

Yours Sincerely

8.   Attach the Documents

Every company ask for a set of documents from the newly hired employee. Such as PAN card, AADHAR details, Bank Statement, Educational Degrees and Certificates etc. Attach a copy of all these documents and mention them in an ordered list.

Example-
Please find the attached documents:
PAN Cards
AADHAR
Bank Statement
Graduation Degree

Also Read:
Internship Certificate – Format and Uses
Importance of an Experience Certificate for Your Career

Stop hustling from 9 to 5. Work at your Own Pace.

Joining Letter vs Appointment Letter vs Offer Letter

Basis

Joining Letter

Appointment Letter

Offer Letter

Introduction

The joining letter application contains details like job title, reporting structure, key benefits, condition of the offer, starting date, etc.

An appointment letter is an official letter provided to the candidate by the company specifying the details of the recruitment.

An Offer Letter is a formal document that is sent to a job applicant to offer them a position in an organization.

Details Included

The joining letter contains details like job title, reporting structure, key benefits, condition of the offer, starting date, etc.

The appointment letter includes details about the employee’s role, department, and reporting structure.

Offer letter contains details like job title, reporting structure, key benefits, condition of the offer, starting date, etc.

Sent To/By

A Joining Letter is given by a new employee as a confirmation of their joining the organization.

An Appointment Letter is sent to a candidate who has accepted the job offer.

An Offer Letter is sent to a candidate who has been selected for a position.

Sample Job Joining Letters

1.  Joining Letter for Finance Manager

Here is a sample of a joining letter application for the position offered for Finance Manager.

28 March 2023

To

General Manager,

HR Department

ABC Limited

Mumbai

Subject- Joining Letter for the post of Finance Manager

Respected Sir/Ma’am,

This is to bring to your kind notice that, I will be accepting the employment letter for the post of Finance Manager in your prestigious organization. I have agreed to all the terms and conditions mentioned in the employment letter and I will be joining from the first working day of the upcoming month.


I am happy to have this opportunity to work with you and assure you that I will fulfil my responsibilities efficiently and effectively.

Yours Sincerely,

Ram Singh

(Signature)

Please find the following enclosures:
ID- Aadhar Card
Pan Card
Graduation Certificate

2. Joining Letter for Teacher

Here is a sample of a joining letter application for the position offered for Social Science Teacher.

5 March 2023

To

The principal

ABC School

Lucknow

Subject- An intimation of joining duty

Respected Sir/Ma’am

This letter is in response to your job offer, I am pleased to inform you that I accept your appointment letter for the post of Social science teacher in your school. I have agreed to all the terms and conditions mentioned in the employment letter and will be joining your prestigious institution in the Department of Social Sciences.

Thankyou for giving me this opportunity to work with you, I assure you that I will fulfil my responsibilities efficiently and my prior experience will help me to contribute as a teacher in your institution.

Thanking You

Yours Sincerely,

Riya Kumar

(Signature)

(Address)

Enclosures:
ID Card
PAN Card
Education Certificates

Also Read About:
How to Showcase Your Teaching Goals in Your Resume Objective
How to Write a Remarkable Application for Teaching Job

3.  Joining letter for a Logistics Manager

The joining letter for the new job of Logistics Manager is mentioned below:

28 March 2023

To

General Manager,

HR Department

ABC Limited

Bangalore

Subject- An intimation of Joining Duty

Respected Sir,

Thank you for providing me with this great opportunity. I am extremely happy to inform you that I accept the employment letter for the post of Logistics Manager in your prestigious organization. I have agreed to all the terms and conditions mentioned in the employment letter and will be joining from the first working day of the upcoming month.

Beyond grateful to have this opportunity to work with you and I assure you that all of my responsibilities will be fulfilled effectively.

Thanking you

Yours Sincerely,

Priya Sharma

(Signature)

Please find the following enclosures

ID- Aadhar Card
Pan Card
Graduation Certificate

Joining Letter After Leave Sample

These letters are used in the case when an employee goes on leave for a certain amount of time and informs the management about the same. A sample letter is written below:

23 March 2023

To

HR Manager,

HR Department

ABC Limited

Pune

Subject- Joining letter application after availing leave – XYZ

Respected Sir/Madam,

This is to bring to your kind notice that I, Suresh Singh will be joining the company after my leave period starting from (1 Feb 2023) to (22 March 2023).

Thanking You

Yours Faithfully,

Suresh Singh

(Signature)

Logistics Head

Employee ID- 210WE20

Joining Letter After Transfer for a Government Employee

After any transfer of your workplace, it is essential to write a joining letter application to inform the higher-ups in the government sector.

3 March 2023

To,

The Manager

Public Works Department

Jaipur

Subject- Joining Letter

Respected Sir/ Madam

Regarding my transfer from the Road Transport Division Department dated ______, I will be joining duty from (date) at 10:30 a.m. I am excited to have this opportunity and look forward to working with you.

Kindly accept my joining report.

Thanking You

Yours Sincerely,

Raman Kumar

Senior Assistant

(Signature)

(Contact Number)

Please find the attached documents herewith:

ID – Driver’s License
PAN Card
Graduation Certificate

Break the Ice Writing Impressive Joining Letter

Creating healthy professional relationships is one of the most important factors to succeed in your career. And if you get to do so from the very start of your new job, then grab that opportunity; writing a crisp and concise joining letter with the proper format is a way to do so. So, write up a job joining letter using all the techniques and samples mentioned, and make respectful relations with your colleagues and seniors. 

Carefully explore all your professional options because your career is extremely important. Before making the right decision, look over our career advice.

Frequently Asked Questions

What is a Joining Letter?

A Joining Letter is a document that is given to a new employee once they report to work on their first day. It serves as a confirmation that the employee has joined the organization. The joining letter usually includes details about the employee’s role, department, and reporting structure. It may also contain information about the employee’s benefits, such as health insurance, vacation time, and sick leave.

How to write a Joining Letter?

While writing any formal letter there are set formats that need to be followed. For writing a job joining letter this is the format that needs to be followed:

1. Mention the Date
2. Name of the receiver with his designation
3. Address of the company
4. Mention the relevant Subject
5. The main body of the letter
6. Use lines such as Yours faithfully, Yours Sincerely, etc. at the end of the letter
7. Name of the Writer
8. Documents required should be attached to the enclosure column

What is the difference between a joining letter and an appointment letter?

In the recruitment process, both joining, and appointment letter plays a crucial role. An appointment letter is offered by an employer to the person who is selected for the job. On the other hand, a joining letter is written by the selected candidate to the employer as proof of willingness to accept the job offered by the company.

What is the procedure to submit a joining letter to your organization?

The procedure for submitting a joining letter may differ from one organization to another; therefore, seek assistance from human resources professionals who can guide you to the best practice for submitting a joining letter. Joining letters are often handed in or emailed to the respective department head and the HR team.

To read more related articles, click here.

Got a question on this topic?

Related Articles