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Getting selected for a job is not always about receiving an appointment letter as there are various additional documents you need to submit to your employer. One such document is the joining letter. A well-crafted joining letter can help you make a great impression in front of your employer and the company. If you are someone who has recently been selected for a job profile or are looking for effective tips on how to write a joining letter then this blog will provide you with the essentials of how to write a joining letter along with elaborating on its format through adequate samples!
This Blog Includes:
- What is a Joining Letter?
- Essential Steps for Writing a Professional Joining Letter
- Joining Letter Format
- Joining Letter for a New Employee
- Joining Letter for School Teacher Job
- Joining Letter for Bank Employee
- Joining Letter After Leave
- Joining Letter After Transfer in Govt. Employee
- How to Write a Joining Letter?
- Joining Letter: Things to Include
- Joining Letter vs Appointment Letter
- Difference between Offer Letter and Joining Letter
- Important Tips on Writing a Joining Letter
- FAQs
What is a Joining Letter?
A joining letter is a very important letter in all of our lives! A joining letter is a letter for the selected candidate, expressing his/her desire to the willingness and desire to accept the job. Such a letter is usually written to the company’s owner. The tedious task of a job hunt comes to an end when you write and submit a joining letter. When a company selects a candidate for the post they want, the company sends an employment letter, and upon receiving it, the candidate has the freedom to accept or reject the job. For all such landmark moments in your life, it is very important to know how to write a joining letter.
Also Read: How to Crack an Interview
Essential Steps for Writing a Professional Joining Letter
- Use a Formal Format
Follow a professional letter format with your address, date, recipient’s address, subject line, and salutation. - Start with Acceptance Confirmation
Clearly state your acceptance of the job offer, referencing your position and the company name. - Mention Joining Date
Confirm your agreed-upon start date in a straightforward sentence. - Express Gratitude
Show appreciation for the opportunity and trust in hiring you. - Clarify Job Details if Needed
Briefly restate your role, department, and any previously discussed arrangements. - Maintain a Professional Tone
Keep the language respectful and positive, showcasing professionalism. - Close with a Positive Note
End with excitement for the role and a commitment to contribute meaningfully. - Sign the Letter
Use a formal closing phrase like “Sincerely,” and include your full name and signature. - Review for Clarity and Errors
Proofread the letter to ensure clarity, correct dates, and grammar. - Submit Properly
Submit as a PDF via email if not specified otherwise, with a clear subject line (e.g., “Joining Letter – [Your Name]”).
These pointers will help you create a polished and professional joining letter, confirming your start with confidence.
Joining Letter Format
Joining Letter plays a significant role in big business houses, companies, and the job sector. Before joining the organization, new employees ranging from teachers, professors, and freshers to engineers need to submit the joining report in order to get their salary, benefits, and performance report procedure started. Here is the Joining Letter format:
Now you can download the joining letter in Word format. Download it and create your own!
Joining Letter for a New Employee
Here is a format sample for a joining letter for a new employee:
After receiving an appointment letter, we are sure you’d be searching for samples to understand the techniques of how to write a joining letter.
Also Read: Declaration in Resume for Freshers
Joining Letter for School Teacher Job
Joining Letter for Bank Employee
Joining Letter After Leave
At times, some existing employees take paid or duty leaves for certain purposes. To inform the management about the same, one can send a joining report. The format of which has been mentioned below:
Related Read: How to Write an Experience Letter?
Joining Letter After Transfer in Govt. Employee
If you are govt. an employee who has been transferred, here is a sample joining letter format you can use:
Joining Letter
Date: ________
To,
The Manager
_________ (Name of the Branch & Department)
_________ (Address)
Subject: Joining Letter
Dear Sir/Ma’am,
With reference to my transfer from the _______ Branch/Division, _______ Departmentdated ______. I will report on duty from _______ (date).
My joining report may kindly be accepted.
Thank you,
Yours Sincerely,
_______
Position
Signature
Contact Number
How to Write a Joining Letter?
There are some important points to remember while drafting an official letter because we often find difficulty in composing a good and effective letter. This happens due to the lack of clarity and inefficiency. Written communication skills to draft business and employment letters have become an absolute need for making our opinions or messages more persuasive.Here are a few things you must ensure while drafting a joining letter:
- Ensure that your highlighted points are brief.
- Keep it relevant and coherent.
- Avoid the use of inappropriate language, jargon, and technical phrases.
- Proofread for any grammatical and spelling errors.
- Use a formal and communicative tone and language.
- Presentation of the joining letter should be followed by subject matter, salutation, body, complementary closures or signatures, designation, and enclosures if needed.
Below listed are important points that need to be clearly mentioned in the joining letter.
- Name of the receiver, designation, and address.
- Subject and reference number, if your offer letter has the letter number.
- Attach the required documents and mention them in the enclosure column.
- Mention the documents that you may not be able to submit on an immediate basis.
Joining Letter: Things to Include
Before understanding the format of a joining letter through a sample, it is important to understand what all details have to be incorporated in the letter.
- The letter should begin with the date and address of the person to which the letter has to be sent.
- This is followed by the salutation
- In the next line, the subject of the letter has to be mentioned.
- It is followed by the main body and a suitable conclusion.
- Attach the enclosures, if any.
Joining Letter vs Appointment Letter
Both appointment and joining letters play an important role in the process of recruitment but are entirely different from each other. An appointment letter is an official document provided by the company to the candidate who has been offered the job profile. It contains all the relevant details related to the job like the responsibilities, the designation of the candidate, salary annexure, incentive plans, probation period, rules and regulations, leave policies, etc. The probation period generally lasts up to 3-6 months or can even be extended to 1 year, depending upon the company. If the candidate is able to meet the expectations of the company, then they are confirmed for the job. This shows that the appointment does not necessarily mean confirmation. It is only confirmed once the candidate successfully completes the probation period in the company.
On the other hand, a joining letter is submitted by the shortlisted candidate to the company stating as proof of acceptance of the job offer and the particular date of joining. Along with a lot of paperwork and other formalities, the candidate is asked to submit a joining letter in a predefined format.
Appointment Letter Format
As discussed, the purpose of an appointment letter is to provide the selected candidate all the relevant information pertaining to his duties and profile. Enlisted are the key points which are mentioned in the appointment letter:
- Job Title/Designation
- Job and Profile Description
- Commencement of Employment
- Salaries and Perks
- Working Hours
Format of a Joining Letter
A joining letter begins with a signed letterhead addressed to the person in charge or the manager. Such a person could be anyone who has been approved by the HR Administrator. This person has the authority to hire the candidate. If the candidate writing the joining letter has the location of his/her office then he/she must make a copy of the dispatch and post the same to the firm. To clear your doubts on how to write a joining letter, you must know that its format must include –
- Address to where the letter is being sent
- Date of the issuing of the appointment letter
- The main subject of the letter
- Greetings
- Body and conclusion
Joining Letter for the Job of a School Teacher
Once you receive a letter of employment from the school you had applied to, you become a private member of the school. If you want to keep the details of how to write a joining letter at your fingertips, then you must keep these points in mind :
- Address of the school you are writing to
- Position and greeting
- Date and subject
- Body of the letter
- End it with a conclusion
Recommended Read: Resignation Letter for Higher Studies
Difference between Offer Letter and Joining Letter
| Offer Letter | Joining Letter |
| Superficial | Comprehensive |
| Offers you a position | Detailed employment contract |
| Offered after selection on basis of interviews | Offered after you complete your probation period successfully |
Important Tips on Writing a Joining Letter
We have listed down some useful tips you must keep in mind while writing a joining letter:
- Ensure that you are adding all the right details regarding the address, designation and other crucial matters.
- Use a formal tone of writing and keep it professional throughout the letter.
- Don’t forget to add a relevant subject before the main body of content.
- Don’t be too extravagant while congratulating the new joining employee.
- Avoid using complex or long sentences that might confuse the reader.
- Keep the letter short and don’t overcomplicate but draft it in a simple and concise manner.
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FAQs
Ans: A Joining Letter is a letter of intimation written by the new employee to the employer and indicates the new employee’s willingness to accept the job offered by the employer.
Ans: The key elements you need while writing a joining letter are:
1. Date
2. Name of the Manager, Designation & Address
3. Subject
4. Greeting
5. The main body of content
6. A closing line like Yours Faithfully, Yours Sincerely, etc.
7. Your Name
8. Attach the documents required and mention them in the final enclosure column.
Ans: While writing a joining letter after transfer, the format largely remains the same but you must express your willingness to take up the new role and accept the transfer. You must follow a formal tone and keep the letter concise and coherent.
Ans: You can either e-mail a joining report to the concerned human resources branch or manager or you can directly submit the hard copy of your joining letter or report to the branch.
Ans: A joining letter is offered after you complete your probation period successfully
Ans: To write a Joining Letter include:
Address of the school you are writing to
Position and greeting
Date and subject
Body of the letter
End it with a conclusion
Ans: A joining letter should include your full name, the date of joining, job title, department, and any important details from the offer letter, such as work location. Express appreciation for the opportunity and confirm any pre-discussed terms.
Ans: Address it to the HR manager or the person you communicated with during the hiring process. Verify their name and title to ensure accuracy, or check with HR if uncertain.
Ans: A joining letter should be concise, ideally one page. Keep it clear and professional, covering only essential points like your acceptance, role, start date, and gratitude.
Ans: Generally, it’s best to avoid detailed questions in a joining letter. However, if necessary, ask brief clarifications on key aspects like start time or onboarding procedures.
Ans: Avoid informal language, excessive length, or irrelevant details. Ensure the start date matches the offer letter, use correct spelling and grammar, and don’t forget a professional closing.
Ans: Only include specific terms if previously discussed and agreed upon, like remote work or relocation support. Avoid renegotiating terms in a joining letter.
Ans: The tone should be formal and respectful. Use polite language, avoid colloquialisms, and maintain a professional tone throughout, as the joining letter represents your commitment to the role.
Ans: Mention specific reasons you’re excited to join the company and how you plan to contribute. Personalizing your enthusiasm shows genuine interest and commitment to the role.
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