Home » Career Guidance » Write a Professional Joining Letter: Easy Tips & Samples
Quick Summary
In today’s competitive job market, a structured, well-written joining letter can help distinguish you from other candidates and leave a lasting impression on the employer. It provides an opportunity to highlight your enthusiasm for the role and express gratitude for the opportunity. With the help of the joining letter, you can kickstart your journey on the right foot. This crucial document serves as the gateway to your new role, ensuring a smooth transition into your position within the organization.
Want to know how a joining letter can help you break the ice at your new workplace? Learn to write a joining letter with the help of our samples and tips.
A joining letter holds significance for an employee, 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.
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.
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.
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
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
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
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
Addressing the reader properly and setting up a proper tone is an important aspect of forming professional relationships and a job joining letter is your first chance to do so. So, before writing your message, write salutations for the reader.
Example-
Respected Madam/Sir
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.
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
Every company ask for a set of documents from the newly hired employee such as a PAN card, AADHAR details, Bank Statement, Educational Degrees and Certificates such as an Internship Certificate or an Experience Certificate 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
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
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.
Thank you 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
The joining letter sample 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
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
After any transfer of your workplace, it is essential to write a joining letter application to inform the higher-ups in the government sector. Refer to the sample given below to craft the perfect joining letter.
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
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. |
Embark on your career journey by crafting a well-written joining letter. Writing a crisp and concise joining letter with the proper format is a way to make a lasting impression on your employer. Some of the helpful tips that can guide you in this journey are:
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.
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.
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
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.
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.
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Chegg India does not ask for money to offer any opportunity with the company. We request you to be vigilant before sharing your personal and financial information with any third party. Beware of fraudulent activities claiming affiliation with our company and promising monetary rewards or benefits. Chegg India shall not be responsible for any losses resulting from such activities.
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