How To Write A Joining Letter - Best Format, Effective Tips, and 5 Samples

In today’s job market, a well-written joining letter can help you stand out from other candidates and make a good first impression on your employer. It’s your chance to show excitement about the job and thank the employer for the opportunity. A thoughtful joining letter reflects your professionalism and eagerness to start. It helps you begin your new role on a positive note and shows that you’re serious about your work. By writing a clear, polite letter, you set the stage for a successful career and a strong relationship with your employer from the start.

A joining letter is an important way to start your new job on the right foot. It allows you to introduce yourself, confirm when you will start, and express your enthusiasm for the role. Writing a simple, clear letter shows that you are professional and excited to be part of the team. It also helps you connect with your new colleagues and ease into the company culture. By following a few easy steps, you can write a letter that leaves a great first impression and sets you up for success in your new job.

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.

What is a Joining Letter?

A joining letter is an important document for an employee, written by the selected candidate to the employer. Once the employer sends an employment offer letter, inviting the chosen candidate to begin work, the candidate responds with a joining letter. This letter confirms their acceptance of the job and outlines their readiness to start. It is an essential part of the hiring process, showing that the candidate is committed to joining the company. The joining letter also serves as official documentation, marking the beginning of the employee’s professional journey with the company.

The main purpose of a joining letter is to confirm the candidate’s willingness to accept the job offer. It is also an essential part of formal documentation, ensuring that everything is in order before the employee starts working. In most cases, after companies send employment offer letters to selected candidates, they await a response. The candidate has the option to accept or decline the offer. If accepted, the joining letter serves as a formal agreement to start the job, providing a clear record of the employee’s intent to join the company.

Uses of a Joining Letter

A joining letter is a formal letter used to communicate various messages to the recipient. It is especially useful for communicating with your hiring company or manager. The letter helps convey your acceptance of the job, confirms your start date, and initiates the process of getting set up for work, benefits, and other important procedures.

Some of the few uses are mentioned below:

1. A joining letter shows that the candidate is willing to accept the job offer. It confirms that the person wants to join the company and starts the professional relationship with the employer.
2. It acts as an official record that marks the beginning of the employee’s work with the company.
3. The letter is usually sent to the company’s owner or top management to confirm the job acceptance and start the process for salary, benefits, and performance evaluations.
4. The joining letter sets the employee’s start date, ensuring a smooth transition into the company.
5. It also shows the candidate’s professionalism and eagerness to begin the role.

Joining Letter Format

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 joining letter format.

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. Remember to use an expanded date in the joining letter format.

Example-

11^th April 2024

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 in the joining letter format. 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 in a job joining letter. For example, if 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 2024, Content Strategist, PTP Firm, Duhai

5. Write Salutation

Addressing the reader properly and setting up a proper tone is an important aspects 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

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. in your joining letter format

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 2024.

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 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

Sample Job Joining Letters

1. Joining Letter for New Employee

Here is a sample of a joining letter application for the new employee:

2.  Joining Letter for Finance Manager

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

March 28, 2024

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 fulfill my responsibilities efficiently and effectively.

Yours Sincerely,

Ram Singh

(Signature)

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

3. Joining Letter for Teacher

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

March 5, 2024

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:

• How to Showcase Your Teaching Goals in Your Resume Objective
• How to Write a Remarkable Application for Teaching Job

4.  Joining letter for a Logistics Manager

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

March 28, 2024

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

5. Joining Letter After a Leave

These joining letter applications 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:

March 23, 2024

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 2024) to (22 March 2024).

Thanking You

Yours Faithfully,

Suresh Singh

(Signature)

Logistics Head

Employee ID- 210WE20

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 application 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 application 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.

Craft an Impactful Joining Letter

Start your career on the right note by writing a clear and well-structured joining letter. A short, to-the-point letter in the proper format can leave a positive impression on your employer. It shows professionalism, expresses your excitement for the role, and helps set the stage for a smooth transition into your new position. A well-written joining letter is a great first step in your career journey.

Some of the helpful tips that can guide you in this journey are:

• Provide the correct and necessary personal information and details in the letter.
• Keep the subject short and sweet.
• Do not add unnecessary jargon in your content that creates confusion.
• Ensure that the letter is written professionally and formally.

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