The joining letter is an essential formal document that demonstrates the willingness of the newly hired to start the journey of employment with a specific organization. It ensures clarity in employment services among the employer and employee hence eliminating conflicts and legal disputes over employment.
The significance of joining letter for both the employer and the employee are crucial in maintaining transparency, cordial relationship and trusts. This serves as the cornerstone for establishing a foundation of trust in employment. Also, being a formal document it serves as a proof of agreement among both the parties
What is Joining Letter?
Joining letter is known as a formal document that is sent by the newly hired employee to the employer, acknowledging the acceptance of employment policies. It also mentions the joining date or date of joining by the newly hired marking the beginning of their employment.
However, the joining letter is also sent by the employees after returning from a long leave such as after maternity, sabbatical leave, a transferred employee who has been transferred to a varied location in the same company, an intern who is supposed to do internship for a temporary period in the organization, etc. We will unfold the details of each format in the latter part of this blog.
Joining Letter Format in Word
Here is a sample of a joining letter format in Word. You can download it anytime by clicking below.
Download Simple Joining Format in word
Download Simple Salary Slip Format in PDF
Top 10 Joining Letter Format
Here are 10 different joining letter format for varied reasons which will help you make yours in a professional and adequate way:
1. Joining Letter for New Employee
Joining Letter
[Your Name]
[Your Address]
(City, State, Pin Code)
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, PIN Code]
Subject: Joining Letter for the Position of [Job Title]
Dear [Recipient’s Name],
I am pleased to formally accept the offer extended to me for the position of [Job Title] at [Company Name] as per the offer letter dated [Offer Letter Date]. I am grateful for this opportunity and excited to be a part of the esteemed organization.
In accordance with the terms mentioned in the offer letter, I hereby confirm my joining on [Joining Date] at the designated location [Mention Location]. I have enclosed all the necessary documents required for the onboarding process, as per the company’s guidelines.
I look forward to contributing to the success of the company and working collaboratively with my team. Kindly let me know if there are any formalities or additional requirements to be completed before my joining.
Thank you for this opportunity. Looking forward to a great journey ahead.
PFA (Please find attached):
[Document 1]
[Document 2]
[Document 3]
Regards,
[Your Name]
[Your Job Title] (If applicable)
[Your Contact Information]
2. Joining Letter After Long Leave/ Sabbatical
Joining Letter
[Your Name]
[Your Designation]
[Employee ID Number]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
Subject: Resumption of duty after sabbatical/ long leave
Dear [Recipient’s Name],
I hope this letter finds you well. I am writing to formally inform you about my rejoining after my [mention type of leave – long leave/sabbatical], which was approved from [Leave Start Date] to [Leave End Date].
As per the prior communication and approval, I am resuming my duties from [Joining Date] in my current position as [Job Title]. I am eager to contribute to my role with renewed enthusiasm and commitment.
I appreciate the support and understanding extended to me during my leave, and I am grateful for the opportunity to resume my responsibilities. Kindly let me know if there are any formalities to be completed regarding my rejoining or any document of proof to be enclosed.
Looking forward to reconnecting with my colleagues and working towards our organizational goals.
Regards,
[Your Name]
[Employee ID]
[Your Job Department]
[Your Contact Information]
3. Joining Letter After Transfer
Joining Letter
[Your Name]
[Your Designation]
[Employee ID Number]
[Your Current Job Address]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Recipients’s Designation]
[Company Name]
[New Company/Branch Address]
[City, State, PIN Code]
Subject: Rejoining after transfer from [Branch Name, Location/Department]
Dear [Recipient’s Name],
I am writing to formally confirm my joining at [New Location/Department] as per the transfer order dated [Transfer Order Date]. I express my gratitude to the management for providing me with this opportunity to continue my journey with [Company Name] in a new capacity.
As per the instructions, I have reported to my new workplace on [Joining Date] and am ready to take on my assigned responsibilities. I look forward to contributing effectively and adapting to the new work environment.
Please let me know if there are any formalities or documentation required for completing my transfer process. I appreciate the support from the HR team and management during this transition.
Regards,
[Your Name]
[Employee ID]
[Your Job Department]
[Your Contact Information]
4. Internship Joining letter Format
Joining Letter
[Your Name]
[Your Address]
[City, State, Pin Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, Pin Code]
Subject: Joining Letter for Internship
Dear [Recipient’s Name],
I am pleased to accept the internship opportunity for the position of [Internship Role] at [Company Name], as per the offer letter dated [Offer Letter Date]. I am excited to be a part of your esteemed organization and gain valuable experience.
I would like to formally confirm my joining on [Joining Date]. As per the company’s requirements, I have enclosed the necessary documents for the onboarding process.
I look forward to working under the guidance of my mentors, learning new skills, and contributing to the organization to the best of my ability. Please let me know if there are any additional formalities to complete.
Thank you for this opportunity.
Regards,
[Your Name]
[Your Educational Institution (if applicable)]
[Your Contact Information]
PFA (Please find attached):
[Document 1]
[Document 2]
[Document 3]
5. Joining Letter Format for Promoted Employees
Joining Letter
[Your Name]
[Your Current Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, PIN Code]
Subject: Joining Letter After Promotion
Dear [Recipient’s Name],
I am writing to formally express my gratitude for the promotion to [New Designation] at [Company Name], as per the promotion letter dated [Promotion Letter Date]. I am honored to accept this new role and the responsibilities that come with it.
As per the instructions, I am joining my new position on [Joining Date] at [New Location/Department]. I am committed to performing my duties with dedication and contributing effectively to the organization’s growth.
I sincerely appreciate the trust and confidence placed in me by the management and look forward to excelling in this new role. Kindly let me know if there are any formalities or documentation required for completing the transition process.
Warm Regards,
[Your Name]
[Your New Designation]
[Your Employee ID (if applicable)]
[Your Contact Information]
6. Joining Letter Format for Employees Rejoining after Resignation
Joining Letter
[Your Name]
[Your Current Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, PIN Code]
Subject: Rejoining Letter
Dear [Recipient’s Name],
I hope this letter finds you well. I am pleased to formally express my gratitude for the opportunity to rejoin [Company Name] in the position of [Job Title], as per the reappointment letter dated [Reappointment Letter Date].
As per the discussions, I confirm my joining on [Joining Date], and I am eager to contribute once again to the organization with renewed enthusiasm and commitment. I appreciate the trust and confidence placed in me, and I look forward to collaborating with my colleagues to achieve our goals.
Please let me know if there are any formalities or documents required for completing my rejoining process. Thank you for this opportunity, and I am excited to be a part of the team again.
Warm Regards,
[Your Name]
[Your Designation]
[Your Employee ID code (if applicable)]
[Your Contact Information]
7. Joining Letter After Medical Leave
Joining Letter
[Your Name]
[Your Current Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, PIN Code]
Subject: Resumption of Duty After Medical Leave
Respected [Recipient’s Name],
I hope this letter finds you well. I am writing to formally inform you of my rejoining after my approved medical leave from [Leave Start Date] to [Leave End Date] due to [mention reason, if necessary, e.g., health recovery, surgery, etc.].
As I have now fully recovered and am fit to resume my duties, I would like to confirm my joining on [Joining Date] in my current role as [Job Title]. I have attached the necessary medical fitness certificate and medical bills as per company policy.
I appreciate the support and understanding extended to me during my recovery period. I look forward to resuming my responsibilities and contributing to the organization’s success. Kindly let me know if there are any formalities to be completed regarding my rejoining.
Thank you,
[Your Name]
[Your Job Title]
[Your Employee Code (if applicable)]
[Your Contact Information]
PFA (Please find attached):
[Document 1]
[Document 2]
[Document 3]
8. Joining Letter After Maternity Leave
Joining Letter
[Your Name]
[Your Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, PIN Code]
Subject: Resumption of Duty After Maternity Leave
Respected [Recipient’s Name],
I hope this letter finds you well. I am writing to formally inform you of my rejoining after my approved maternity leave from [Leave Start Date] to [Leave End Date]. As my leave period has concluded, I am pleased to confirm my resumption of duties from [Joining Date] in my role as [Job Title].
I sincerely appreciate the support and understanding provided by the organization during my leave. I am eager to contribute once again to my responsibilities and continue working towards the company’s goals.
Please let me know if there are any formalities or documentation required for completing the rejoining process. Thank you for your continued support.
Regards,
[Your Name]
[Your Job Title]
[Your Employee ID (if applicable)]
[Your Contact Information]
9. Joining Letter Format for Temporary/ Contractual Employees
Joining Letter
[Your Name]
[Your Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
Subject: Contract Joining Letter
I am pleased to formally accept the offer for the position of [Job Title] on a [Temporary/Contractual] basis at [Company Name], as per the contract letter dated [Contract Letter Date]. I confirm my joining on [Joining Date], as per the agreed terms and conditions.
I appreciate the opportunity to contribute to the organization and will fulfill my responsibilities with dedication during the contract period. I have enclosed all necessary documents as required for the onboarding process.
Please let me know if any further formalities need to be completed. Looking forward to a productive tenure with the team.
Regards,
[Your Name]
[Your Job Title]
[Your Employee ID (if applicable)]
[Your Contact Information]
10. Joining Letter Format For Government Employee
Joining Letter
[Your Name]
[Your Address]
[City, State, PIN Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient’s Name]
[Designation]
[Department Name]
[Government Organization Name]
[Office Address]
[City, State, PIN Code]
Subject: Joining Letter for the Post of [Job Title]
Respected [Recipient’s Name],
I am pleased to formally submit my joining letter for the position of [Job Title] at [Department Name], [Government Organization Name], as per the appointment letter [Reference Number] dated [Appointment Letter Date].
In accordance with the terms of my appointment, I hereby confirm my joining on [Joining Date] at [Office Location]. I have enclosed the required documents, including medical fitness and character certificates, as per the joining formalities.
I express my sincere gratitude for this opportunity and look forward to serving the department with commitment and integrity. Please let me know if any additional formalities need to be completed.
Sincerely,
[Your Name]
[Your Designation]
[Department]
[Your Employee ID (if applicable)]
[Your Contact Information]
PFA (Please find attached]
Document 1
Document 2
Document 3
What are the Key Components of a Joining Letter?
The key components of a joining letter that forms an efficient formal joining document is as follows:
1. Sender’s Details
The details of the sender (newly hired, old employee joining after leave, etc.) are to be mentioned and included in a joining letter to make the employer informed about the one employee who is joining among the myriad of employees in the organization. The sender details include:
- Full name of the sender
- Designation Assigned
- Job Title
- Date of joining
- Day of Joining
- Address of Sender
- Contact details
- Email IDs
- Alternate Contact details, etc.
2. Recipient’s details
Recipient’s details refers to the employer’s details to whom the acknowledgement is submitted. It can be the department manager you are assigned to, the head of HR or recruiter, etc. This is addressed to the sender of the job offer letter who has sent the offer to the candidate and in case of employees rejoining after leave or are transferred, it is mostly addressed to the superior, direct manager, HR manager or concerned authority of reporting.
3. Subject Line
A clear subject indicating the purpose, e.g., joining letter for [Job Position] at [Company Name]. It mentions the purpose of sending the joining letter, like if it is sent by a new employee before joining the organization or by any old employees who was on a long leave due to medical emergency, sabbaticals, or etc. also, if any employee is transferred from one branch of the company to the other or for internship purpose.
4. Salutation
It refers to formal greeting which usually starts with “Hello”, “Dear Ma’ma/ Sir”, Dear ( Name of the HR Manager/ Department Manager/ Concerned Authority).
5. Reference of The Offer Letter
In case of newly hired employee, the joining letter includes the reference of the offer letter extended to them mentioning the offer letter reference, position, and date of receipt. Example “I am pleased to accept the offer letter dated [DD/MM/YYYY] for the position of [Job Title] at [Company Name].”
6. Confirmation Details
Confirmation date, day and reference is required to be mentioned in the joining letter. It ensures clarified reasoning and eliminates complexities.
7. Acknowledgement
Confirmation of acceptance of company policies, salary structure, and other conditions mentioned in the offer letter. Confirmation includes ticking the policies mentioned and putting the signature at the end of the page in case of hard copy to affirm the acknowledgement of the employment policies.
8. Enclosures (if asked)
Enclosures includes documents such as:
- ID proofs affirmed by government
- Educational Certificates
- Professional Certifications (if required)
- Experience Letters
- Resignation from Previous Company
- Disability certificate (if applicable or required)
- Resumes or CVs, etc
Enclosures are mostly optional and are required to be attached as per the company’s policies and HR mentions in the offer letter.
9. Signature
Signature or printed name is required to be put in the end of the joining letter to affirm the acknowledgement of the job offer and company policies.
Tips for Crafting an Effective Joining Letter
To craft a professional and effective joining letter, it is essential to keep up with a certain structure that enhances the professional tone of the joining letter. Also, it highlights your acceptance of the job role in a formal note.
Here is a few tip that you can follow to write a joining letter effectively.
➔ Frame a Structured Format
Use formal letter structure for framing a professional joining letter. The format should be clear, aligned to left and should have appropriates spaces in between the words and row to make it easily readable. The font size should be adequate to make it a professional look and feel as well.
Also, include date, recipients details, sender details, and subject line clearly to eliminate the confusion in joining date and date of joining letter on which it is framed.
➔ Maintain Professional Tone
Maintain a professional tone in the joining letter format by using words that sounds professional rather than casual. For example usage of the word “Regards” in the closing phrase of the letter rather than using “Bye”. Some of the other formal words that sets a professional tone in the joining letter are “Dear” [Recipient’s Name], Yours sincerely,” “Best regards,” “With appreciation,” and “Respectfully.” Additionally, phrases such as “I hereby accept the offer,” “I am pleased to join,” and “Looking forward to contributing” enhance the professional tone of the letter.
Also, using professional fonts with sizes that make it look professional is essential. Spacing plays a vital role in making the letter look professional and make it readable as well.
➔ Maintain Clarity & Acknowledge
Maintain clarity in acknowledging the acceptance of the job role by mentioning the joining date, day and designation clearly in the joining letter. Avoid using jargons and complex words that put the reader in confusion and dilemma. The more simple you keep it the more it stays clarified.
Also, mention the key components in the letter such as:
- Your full name
- Job title and department
- Date of joining
- Reference to the offer letter (if applicable)
Furthermore, avoid unnecessary details. A well-structured letter with short paragraphs improves readability and professionalism.
➔ Provide Reference
Always provide the reference of the job offer letter that has been provided to you for the job role. Example- I am pleased to accept the offer for the position of [Job Title] at [Company Name] as mentioned in the offer letter (Ref: [Offer Letter Reference Number]) dated [Offer Letter Date].
➔ Express Gratitude
Show your gratitude for selection in the job role by using the words such as “I am pleased to”, “I am grateful for the opportunity”, etc. It shows your humbleness and respect for the job role and sets a professional tone with gratitude in your acceptance.
➔ Attach Documents
Attach the required documents that are required or mentioned by the HR manager in your offer letter. It includes documents such as ID proofs, educational certificates, professsional experience certificates, certifications for any specified course certificates, Medical certificates, etc.
➔ Proofread Before Sending
Last but not least, always proofread your drafted joining letter before sending it to the sender. There can be grammatical errors, miss of any key details or mentions, etc. Rectify the errrors, add or reduce any unnecessary paragraph to make the content of the letter clarified and its intent to the point.
Joining Letter VS Offer Letter
| Factors | Joining Letter | Offer Letter |
| Purpose | Formal confirmation by employee of accepting job offer, employment policies, and joining date. | Sent by employer to selected candidates offering the job role. |
| Sent By | Employee (new, promoted, transferred, or rejoining after leave) | HR / Employer |
| Timing | Submitted on or before the joining date | Sent before the candidate joins |
| Function | Confirms acceptance of job role and date of joining | Outlines job details, salary, and employment terms |
| Legal Role | Proof of joining and acceptance of company policies | Deemed formal agreement, not actual employment confirmation |
Joining Letter Vs Appointment Letter
| Factors | Joining Letter | Appointment Letter |
| Purpose | Confirms acceptance of job offer, policies, and joining date by the employee | Confirms employee’s appointment in the organization |
| Sent By | Employee | Employer (HR or Manager) |
| Timing | On or before joining date | After acceptance of offer, before or on joining |
| Function | Acts as proof of joining | Legally binds employee-employer relationship and outlines company policies |
| Applicability | Can be submitted by any new or existing employee | Typically sent to new hires only |
What is the Benefits or Importance of a Joining Letter?
The joining letter application has crucial significance and importance for both the employer and the employee. Let us understand in details:
1. For Employer:
For the employer, the letter is a formal document of acceptance of the job title by the employee that serves as a proof for future conflicts and confusions. It has many other benefits for the employer which are as follows:
➔ Accuracy in Documentation
Joining letter serves as an initial formal documentation that helps in maintaining accuracy in compliance of the company policies and employment terms. It is an acknowledgement from the employee that they have accepted the job offer under the specified terms and conditions, agreed to abide by the company’s policies, and are officially joining on the mentioned date.
➔ Eliminates Legal Disputes
Legal compliance and protection of the company laws are safeguarded with the accepted joining letter that comes from the employees. This serves as an acknowledgement of accepted employment terms that can be challenged in case of breach in employment norms.
➔ Keep up with Transparency
The joining letter is a proof that the employer has mentioned the policies clearly in the offer letter and the employees acknowledges it with their own will and optimum understanding. It ensures the maintenance of employment transparency among the employer and the employee.
➔ Helps in Planning Resource Allocation
With a confirmed joining date, HR can effectively plan training sessions, team introductions, and system access provisioning, ensuring a smooth onboarding process. It helps in resource allocation effectively without any perplexities.
➔ Documentation for HR and Payroll Processing
The joining letter helps HR teams initiate the onboarding process, update employee records, and ensure a smooth payroll setup, including salary disbursement, tax deductions, and benefits processing. Also, the HR team includes the employee data in the HRMS software for future processing of payroll and employee management system.
2. For Employee:
The joining letter for the employee is significant and hold great importance in higlighting the impact of the employee such as:
➔ Stay Informed and Clarified
The acceptance of joining letter clarifies that the employee is informed about the employment policies and are ready to adhere to it. Acceptance of the joining letter ensures that the employee is well-versed with the policies and has accepted the offer in their truest understanding. Also, once the employer acknowledges the joining letter, the employee’s position is secured, reducing uncertainties about job confirmation.
➔ Legal Proof of Employment
The joining letter serves as formal proof that the employee has accepted the job offer and is officially part of the organization. Breach of any employment policies from employer can be challenged by the employee by presenting the joining and offer letter.
➔ Reference for Future Opportunities
Joining letter serves as a document for future job opportunities. It acts as a crucial document for background verification when applying for loans, or higher studies.
➔ Formal Confirmation
Joining letter is a formal confirmation from employee for joining the job that helps in initiating payroll setup, ensuring timely salary processing, tax deductions, and employee benefits like health insurance and provident funds.
End Note
The job joining letter is an essential document that not only acknowledges the acceptance of the job offer or rejoining of the job, etc. but also ensures the acceptance of employment policies and terms by the employer and the employees.
However, the relevance and significance of a joining letter is achieved only by maintaining professional tone and clarity in the joining letter format. This sets the rhythm for the beginning of your professional journey in a company and put a formal impression of your reputation in the organization.
FAQs on Joining Letter
1. Is Offer Letter and Joining Letter same?
No, offer letter and joining letter are two different documents. While the offer letter is sent by the Employer to the employee mentioning the company policies and employment terms, the joining letter is an acknowledgement of the acceptance of offer letter by the employee.
2. What is written on a Joining Letter?
A joining letter consists of the following components:
- Sender’s Information
- Recipient’s Details
- Date of joining of the employee
- Subject Line mentioning the purpose of joining letter
- Enclosures
- Reference of offer letter
- Signature, etc
3. When should a Joining Letter be sent?
A joining letter is sent by the employee o the employer in the following occasions:
- Newly hired employee who is about to join the organization.
- Transfer of employee to separate branch or project of the same organization
- Internship or contractual employment
- After a long leave taken for sabbatical/ maternity care/ medical emergency, etc
- Employee rejoining after resignation, etc.
4. Is there a difference between a Job Offer Letter and a Joining Letter?
Yes, there is a clear difference between a job offer letter and a joining letter. A job offer letter is sent by the employer to offer a position to a candidate, while a joining letter is submitted by the candidate to confirm acceptance and officially join the organization.
5. What should be included in a Joining Letter?
The joining letter should consists of the following details:
- Sender’s Information
- Recipient’s Details
- Date of joining of the employee
- Subject Line mentioning the purpose of joining letter
- Enclosures
- Reference of offer letter
- Signature, etc
