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 Letter Format in word
Download Simple Joining Letter 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
Why Managing Joining Letters Manually Can be a Hassle?
A joining letter is a critical onboarding document as it marks the official start of an employee’s journey with an organization. But when undertaken manually, creating and managing these letters can be a time-consuming and error-prone task for HR teams.
Drafting joining letters manually comes with the following issues:
- Repetitive document creation for every new hire or internal transfer.
- Formatting inconsistencies that make letters look unprofessional.
- Difficulty storing and retrieving letters for compliance.
- No tracking mechanism to know if letters are delivered, signed, and stored properly.
For growing businesses, these challenges can slow down onboarding, impact candidate experience, and create unnecessary administrative overhead.
How Pocket HRMS Simplifies Joining Letter Management?
Pocket HRMS comes with a recruitment management system that automates the entire joining letter process, allowing HR teams to generate precise and professional letters that reflect the company’s brand in a few clicks.
Here’s how Pocket HRMS simplifies joining letter management:
- It helps you generate joining letters from preloaded, customisable templates.
- If you have ‘Smart Recruitment’, you can even utilize Microsoft Gen AI to create your joining letters with a single click.
- It also allows you to fetch candidate & joining details directly from the HR database.
- You can also customise letters for different scenarios, such as new hires or internal transfers.
- You can even send letters instantly via email or the ESS portal for quick acceptance and acknowledgement.
With Pocket HRMS, HR teams can focus more on building relationships with employees instead of drowning in paperwork.
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 |
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
