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Joining Letter Format | Download Samples in Word | PDF

How to write a Joining Letter?

Picture this: After months and months of an exhausting job hunt, you finally get an offer letter from your top pick company, asking you to join them. Then, you are finally able to send them that sweet joining letter telling them that you have accepted the offer, allowing yourself to finally breathe easy again after months of hard work and determination. How amazing is that feeling? Yes, getting the opportunity to write and submit a joining letter can be a wonderful feeling for a job seeker. In this article, we’ll give you practical tips on how to write a joining letter. We have included everything that you need to know about joining letters, explaining its format, along with some relieving letter samples for you.

What Is A Joining Letter?

When a candidate receives an offer letter from a company after an interview, they send a letter to accept the offer. This letter is called a joining letter or acceptance letter.

Candidates choose to accept or decline the letter, which they should mention in the joining letter. These letters are usually addressed to HR or higher management officials. It is essential to know how to write a joining letter.

Joining Letter Format

Here is the Joining Letter format:

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Joining Letter

Salutation,

Body

Sincerely,

[Sender’s Signature]
[Sender’s name]
[Sender’s contact details]

Please find the documents attached here:

  1. [Title of Document 1]
  2. [Title of Document 2]
  3. [Title of Document 3]
joining letter format

Joining Letter Format

Joining Letter Format Word Download

Joining Letter Format PDF Download

What Should Be Included In A Joining Letter?

A joining letter must be well-drafted in a professional tone and must contain the following components –

1. Date

The date has to go on top of the joining letter. This letter will serve as an official record of the start of your employment. The date format used in India is DD/MM/YY, so we recommend you use this.

E.g., 16/07/2021

2. Name, designation and name of the company of the addressee

You need to address the letter to the person in charge, be it the HR Manager or Owner of the company. Include his name, followed by his designation, the department he is in, and the company’s name.

E.g.:

To,
Eshanya Johari
Manager
Human Resources
Ambrosia Hotels

3. Subject line

The subject line can be as simple as ‘Joining Letter” Or “Joining Letter_[Your Full Name]. Ensure that it is not lengthy. The excellent subject line lets the reader know what the email is about.

E.g.:

Subject: Joining Letter_Jordan Hnialum

4. Salutation

As this is a formal letter, you must give a formal salutation to the addressee.

E.g., Dear Sir/Madam or Respected Sir/Madam.

5. Body

The body of the letter must contain the following components:

  • Words of thanks
  • Designation offered
  • Important dates and details mentioned in the offer letter (Eg: Reference number/ID of offer letter)
  • Enthusiasm to join the company
  • Date of joining
  • Agreement to company’s terms and conditions

E.g.:

I am writing this letter in reference to the offer letter you have sent for the position of Mathematics teacher for your esteemed school. I humbly accept the offer, and I will start reporting for work from the 2nd of April, 2021. I thank you for this fantastic opportunity.

I have gone through the offer letter you have sent, and I fully accept the terms and conditions mentioned.

Please feel free to reach me at the contact details I have provided here if you need further information.

6. Conclusion

Conclude the letter by adding a sign-off, your Signature, name and contact details.

E.g.:

Yours Sincerely,

[Signature]

Kamal Kiran,
Email: Kamal0190@gmail.com
Mob: 878XXXXXXX

7. Attachments as per requirement

The offer letter sent to you may have asked you to submit certain documents, such as your graduation certificate or PAN card. You need to attach those documents in the email and ask them to find the attachment at the end of the letter.

E.g.:

Please find the attached documents:

  1. Graduation Certificate
  2. Aadhaar card
  3. PAN Card

Have you joined somewhere recently? Or are you looking for a new job? Click here.

Tips On How To Write A Joining Letter

In the world of work, where everything is handled professionally, a joining letter should be very well-drafted and error-free. Here are some tips on how to write a joining letter that we think will help you write an acceptable joining letter:

  1. Use a formal tone
  2. Avoid slang and shortcuts such as ‘Thx’ for ‘Thanks.’
  3. Stick to the point
  4. Add words of thanks and appreciation
  5. Do not make it lengthy
  6. Double-check for grammatical and spelling errors

Joining Letter Sample

We know you’d be searching for samples on how to write a joining letter after receiving your offer letter from the company.

Date: 16/09/2021

To,
Anshul Kumar
Manager
Human Resources
NE Connections

Subject: Joining Letter

Dear Sir,

I am writing to you in reference to the offer letter you have sent. With pleasure, I accept your job offer for the position of Content Writer, and I will be able to start working from the 20th of September 2021.

I am thankful for this wonderful opportunity and accept the terms and conditions mentioned in the offer letter. I cannot wait to join your esteemed organization.

Should you need any further information, feel free to reach me at the contact details I have provided here.

Yours Sincerely,

[Signature]

Kamal Kiran,
Email: Kamal0190@gmail.com
Mob: 878XXXXXXX

Please find the attached documents:

  1. Graduation Certificate
  2. Aadhaar card
  3. PAN Card
Joining Letter Sample

Joining Letter Sample

Acceptance of Joining Letter Sample  

Date: 16/09/2021

To,
Eshanya Johari
Manager
Human Resources
Ambrosia Hotels

Subject: Joining Letter_Jordan Hnialum

Dear Madam,

I am writing this letter to inform you that I accept your offer to join your prestigious hotel as a Hotel Manager, and I am thankful and excited to be a part of the team.

I have gone through the offer letter you have sent, and I fully accept the terms and conditions mentioned. I will be able to start reporting from the 19th of September, 2021.

Please feel free to reach me at the contact details I have provided here if you need further information.

Thanks & Regards,

[Signature]

Jordan Hnialum
Email: Jordanrtha@gmail.com
Mob: 920XXXXXXX

Please find the attached documents:

  1. Graduation Certificate
  2. Aadhaar card
  3. PAN Card

Joining Letter For A School Teacher 

Date: 27/03/2021

To,
Manisha Aggarwal
Principal
Jaci Elementary School

Subject: Joining Letter For Mathematics Teacher

Dear Madam,

I am writing this letter in reference to the offer letter you have sent for the position of Mathematics teacher for your esteemed school. I humbly accept the offer, and I will start reporting for work from the 2nd of April, 2021. I thank you for this fantastic opportunity.

I have gone through the offer letter you have sent, and I fully accept the terms and conditions mentioned.

Please feel free to reach me at the contact details I have provided here if you need further information.

Thanks & Regards,

[Signature]

Aurora Rose
Email: aurora18rose@gmail.com
Mob: 920XXXXXXX

Please find the attached documents:

  1. Graduation Certificate
  2. Aadhaar card
  3. PAN Card

Joining Letter for Bank Employee

Here is a format sample for a joining letter for a bank employee:

Date: 27/03/2021

To,
Jaci Acharya
General Manager
Human Resource Department
ASK Bank

Subject: Joining Letter For Branch Manager.

Dear Madam,

I am writing to formally and humbly accept your job offer for Bank Manager in ASK Bank Malviya Nagar Branch.

I have gone through the offer letter you have sent, and I fully accept the terms and conditions mentioned; and I will be able to join starting the 3rd of April, 2021.

You can reach me at the contact details I have provided here if you need further information.

Thanks & Regards,

[Signature]

Arjun Ahuja
Email: ahuja.arjun90@gmail.com
Mob: 956XXXXXXX

Please find the attached documents:

  1. Graduation Certificate
  2. Pan card
  3. Aadhar Card

Read More: Experience Certificate Format | Download Samples in Word & PDF

Joining Letter After Leave

Employees also write joining letter when they have been away on leave to notify the employers when they can rejoin the office. It follows the same joining letter format written by new employees. Here we have covered how to write a joining letter after leaving.

Joining Letter After Earned Leave Sample

Date: 27/03/2021

To,
Kamal Anand
General Manager
Human Resource Department
AKAL Infosys

Subject: Joining Report After Earned Leave

Dear Sir,

I am writing to let you know that I will be rejoining the organization on 28/03/2021 at 9:30 A.M. after earning earned leave from 20/03/2021 till 27/03/2021.

Thanks & Regards,

[Signature]

Arjun Ahuja
Graphic Designer
Digital Marketing Team
AKAL Infosys.

[Signature of your supervisor]

Joining Letter After Maternity Leave Sample

Here is a format sample for joining letter after a maternity leave:

Date: 27/03/2021

To,
Mary Sen
General Manager
Human Resource Department
AKAL Infosys

Subject: Rejoining Report After Maternity Leave

Dear Ma’am,

I want to start this letter by thanking you for granting me 84 days of maternity leave and let you know that we welcomed a beautiful baby boy on the 18th of January, 2021. I am now medically fit to return to work and rejoin the company starting the 30th of March 2021.

I would be very grateful if you could kindly compensate for my medical expenditure as per company policy.

I can assure you that the commitment and devotion for the company remain the same.

Thanks & Regards,

[Signature]

Shania Mirza
Software Engineer
AKAL Infosys.

[Signature of your supervisor]

Please find the document attached here:

  1. Total Expenditure
  2. Hospital Bill
  3. Medicine Bills

If you are looking to join somewhere new, click here.

Joining Letter After Transfer in Govt. Employee

Date: 27/03/2021

To,
Neha Gupta
Manager
Human Resource
Trade & Commerce

Subject: Joining Letter

Dear Madam,

I am writing to let you know that I am the person who will be transferring from the Finance Department of Food & Supply. I will be joining from 3/04/2021. I thank you for this wonderful opportunity.

You can reach me at the contact details I have provided here if you need further information.

Thanks & Regards,

[Signature]

Nisha Laghari
Financial Advisor
Email: nisha1990@gmail.com
Mob: 956XXXXXXX

Read More: Leave Application for Office, School & College With Samples

Offer Letter vs Joining Letter vs Appointment Letter

The order of an appointment letter, a joining letter, and an offer letter can be pretty confusing so let us break it down for you: When a candidate nails their interview, the company sends him an offer letter. Then, the candidate accepts the offer by sending them back a letter, which is called a joining letter. Once the offer is accepted, the company sends the candidate an appointment letter.

In other words, once the candidate accepts the job offered by the company, an appointment letter, which contains details such as the job role offered, salary, starting date, probation period, confidentiality policy, benefits, work policy, etc., is then sent to them.

The candidate’s job is not secure until they complete and ace their probation period. The duration of the probation period varies for companies. While some usually last for 3 or 6 months, there are some that last a year.

The candidates usually submit their essential documents such as graduation certificate, copies of Aadhar card and PAN cards, skills certificates, previous work experience certificates & salary slips etc., when they send the joining letter. This joining letter serves as the candidate’s proof of acceptance of the job offer and the start of their employment with the company.

Read More: Relieving Letter Format and Samples

FAQs

Q1. What is the format of a joining letter?

There is no one specific joining letter format, but a formal letter is used in most cases.

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Joining Letter

Salutation,

Body

Sincerely,

[Sender’s Signature]
[Sender’s name]
[Sender’s contact details]

Please find the documents attached here:

  1. [Title of Document 1]
  2. [Title of Document 2]
  3. [Title of Document 3]

Q2. How do I submit a joining letter?

You can either email a joining letter to the concerned person or mail it via mail services. People generally send emails these days.

Q3. How do I write a joining letter if I am transferring from another branch (A government job)?

Here is a sample of writing a joining letter for government employees transferring from another branch –

Date: 27/03/2021

To,
Neha Gupta
Manager
Human Resource
Trade & Commerce

Subject: Joining Letter

Dear Madam,

I am writing to let you know that I am the person who will be transferring from the Finance Department of Food & Supply. I will be joining from 3/04/2021. I thank you for this wonderful opportunity.

You can reach me at the contact details I have provided here if you need further information.

Thanks & Regards,

[Signature]

Nisha Laghari
Financial Advisor
Email: nisha1990@gmail.com
Mob: 956XXXXXXX

Q4.What should I include in a joining letter?

If you are still confused about how to write a joining letter, then follow these simple steps –

  • Date
  • Name, designation and name of the company of the addressee
  • Subject line
  • Salutation
  • Enthusiasm to join the company
  • Words of thanks
  • Date of joining
  • Important dates and details mentioned in the offer letter (Eg: Reference number/ID of offer letter)
  • Agreement to company’s terms and conditions
  • Designation offered
  • Conclusion, which includes name and contact details of the Sender
  • Attachments as per requirement

We hope this article helps you understand how to write a joining letter and that the joining letter format and samples shared above will come in handy.

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Last modified: October 23, 2021
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