A joining letter is given 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 a joining letter is to express one’s willingness and desire to accept the job. Along with this, it also fulfills 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.
Here is the format of a joining letter.
[Date]
To
Recipient’s name
[Designation]
[Company Address]
Subject: Joining letter – [Your name]
Reference: Reference number/offer letter ID/Appointment letter
Respected [Sir/Ma’am],
I am immensely pleased to inform you that I accept the job offer for the position of [Job Title] and will be joining on [Joining Date]. I sincerely thank you for offering me this position. I assure you to work with utmost sincerity and dedication.
I will be submitting all the required documents on the joining date. Looking forward to working with your company.
Yours Faithfully/Sincerely,
[Your Name]
[Your Signature]
Enclosures:
Drafting an official letter could be difficult at times. But, there are some important points to remember which can help the candidates draft a good and effective joining letter. To make one’s opinions and messages more persuasive, written communication skills are an absolute necessity. A well-drafted joining letter can enhance the image of the employee in the eyes of the employer. Below mentioned are a few points to keep in mind while drafting an effective joining letter.
Following are some important points which need to be mentioned in the joining letter.
Before looking at the format of a joining letter through samples, it is crucial to understand what all details need to be incorporated into the letter.
The joining letter and appointment letter are both crucial for the recruitment process in companies. Though they are used interchangeably in certain scenarios, they are completely different from each other. An appointment letter is an official letter provided to the candidate by the company specifying the details of the recruitment. It contains all the relevant details related to the job like the designation, incentive plans, probation period, leave policies, salary annexures, and company policies. Depending on the company policy, the probation period can range anywhere between 3 to 6 months or can even be extended to one year. The employment status of the candidate is not finalized until they complete the probation period.
Whereas, Joining letter is submitted by the shortlisted candidate to the company stating the acceptance of the job offer and providing a joining date. This letter serves as the official record of the beginning of work engagement of the employee with the company.
The employer sends an offer letter to the candidates setting out the details of the job offer to confirm the recruitment. The letter merely offers a position and summarises the opportunities the employer is offering to the candidate. It contains details like job title, reporting structure, key benefits, condition of the offer, starting date, etc. It is offered to the candidate after selection on the basis of an interview.
On the other hand, as we already know, a joining letter is more comprehensive, and detailed. This letter serves as the official record of the beginning of work engagement of the employee with the company and is offered once the employee successfully completes their probation period.
A very important letter in all of our lives, the joining letter comes with a lot of uses. Below mentioned are a few of them.
Here is a sample of a joining letter.
Date
To
General Manager,
HR Department
ABC Limited
Mumbai
Subject- Joining Letter for the post of Finance Manager
Respected Sir/Ma’am,
I am extremely pleased to inform you that I accept 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 to fulfill my responsibilities efficiently and effectively.
Yours Sincerely,
XYZ
(Signature)
Please find the following enclosures:
Date
To
The principal
ABC School
Lucknow
Subject- An intimation of joining duty
Respected Sir/Ma’am
I am pleased to inform you that I accept your appointment letter for the post of Social science teacher in your school. I will be joining your prestigious institution in the Department of Social Sciences. I have agreed to all the terms and conditions mentioned in the employment letter. I will be joining on the first working day of the next week.
I am happy to have this opportunity to work with you and assure you to fulfill my responsibilities efficiently and my prior experience will help me to contribute as a teacher in your institution.
Thanking You
Yours Sincerely,
XYZ
(Signature)
(Address)
Enclosures:
The joining letter for a new job is mentioned below:
Date
To
General Manager,
HR Department
ABC Limited
Bangalore
Subject- An intimation of Joining Duty
Respected Sir,
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 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 to fulfill my responsibilities effectively.
Thanking you
Yours Sincerely,
XYZ
(Signature)
Please find the following enclosures
Joining 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:
Date
To
HR Manager,
HR Department
ABC Limited
Pune
Subject- Joining letter after availing leave – XYZ
Respected Sir/Madam,
This is to bring to your kind notice that I, XYZ will be joining the company after my leave period starting from (Date) to (Date).
Thanking You
Yours Faithfully,
XYZ
(Signature)
XYZ
Logistics Head
Employee ID- 210WE20
(Signature of Supervisor)
Date
To,
The Manager
Public Works Department
Jaipur
Subject- Joining Letter
Respected Sir/ Madam
With reference to my transfer from Road Transport Division Departmendated, 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,
XYZ
Senior Assistant
(Signature)
(Contact Number)
Please find the attached documents herewith:
When a new employee writes a letter to the employer and expresses his willingness to accept the job offer, it is known as a Joining Letter. It is generally written past receiving an employment letter from the company’s side. It is usually addressed to the top management officials of the company and serves as the formal record of the start of employment with the company.
Some key points need to be followed while writing a Joining Letter such:
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
While drafting a joining letter, some important points should be kept in mind. They are mentioned below.
1. Make sure that the points highlighted are not too wordy and are put in brief.
2. The date has to be mentioned in the letter.
3. The name of the receiver should be mentioned along with his designation and the address of the company.
4. Make sure that the letter should sound professional.
5. A relevant subject should be provided before starting the main body of the letter.
6. All the crucial details like the date of joining should be mentioned along with the required attached important documents.
7. The letter should be simple and to the point, do not use any complicated words.
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. It consists of details related to the job like designation, Responsibilities, salary, probation period, rules and regulations of the company, leave policies etc. The probation period varies from company to company and generally lasts for 3-6 months. If the candidate fulfills his responsibilities effectively then only he is confirmed for the job.
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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