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!
This Blog Includes:
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.
Also Read: How to Crack an Interview
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.
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
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 tips of effectively 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.
- 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.
How to Write a Joining Letter: Format
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.
Letter for Joining on Duty
Recipient’s Name[Designation], [Address],
Subject: An Intimation for Joining on Duty
I’m writing in reference to your Appointment Letter No. ________________ and date. ________________
Subject Body [para 1]
Yours Faithfully/Sincerely,[Your Name] [Signature] [Address]
Attached please find the enclosures.
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.
Also Read: Declaration in Resume for Freshers
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:
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.