How to Write a Joining Letter?

How to Write a Joining Letter

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 being 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 its format through adequate samples!

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What is the Joining Letter?

Want to know how to write a joining letter? Before that, you must know what exactly it is! A set of letters sent by the selected candidate to the employer in regard to job acceptance is called a joining letter or a job acceptance letter. It is written when the shortlisted candidate has been issued the appointment letter mentioning the terms and conditions of the job.

What is a Joining Letter?
What is the Joining Letter?

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Difference between a Joining and 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 a proof of acceptance of the job offer and 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. 

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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

Recommended Read: Resignation Letter for Higher Studies

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 message 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 the 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.

  1. Name of the receiver, designation, and address.
  2. Subject and reference number, if your offer letter has the letter number.
  3. Attach the required documents and mention them in the enclosure column.
  4. Mention the documents that you may not be able to submit on an immediate basis.

Check Out: Job Application Letter

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.

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Joining Letter for a Management Trainee Officer

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.

Joining Letter

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Joining Report Format 

Joining report plays a significant role in big business houses, companies and job sector. Before joining the organization, new employees ranging from teachers, professors, freshers to engineers need to submit the joining report in order to get their salary, benefits and performance report procedure started. Here is the format for the same: 

Joining Letter Format
Joining Letter Format

Joining Report 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:

Joining Report After Leave

Related Read: How to Write an Experience Letter?

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 matter.
  • 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.


What is a joining letter?

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.

How to write a joining letter?

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.

How do I write a joining letter after transfer?

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.

How to Craft a Perfect MBA Fresher Resume?

We hope this blog familiarised you with key elements on how to write a joining letter. You can also reach out to our experts at Leverage Edu for guidance related to writing SOPs, LORs and job-winning resume.

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