Joining Letter Format: How to Write it, Key Details, and 6 Samples
Got your offer letter? The next step is your joining letter, a short, formal note to your employer confirming you’re accepting the role and when you’ll start. A clear joining letter removes last-minute confusion about joining date, reporting time, location, manager, and documents to carry, so HR can prep your onboarding without back and forth.
In this guide, you’ll find the exact format for joining letter, a simple step-by-step to follow, and copy-ready samples for different situations, including new hire, return from leave, transfer, and internship.
TL;DR
A joining letter is a formal letter you send to your employer, confirming your acceptance of the job offer and your readiness to start work.
Ensure your letter includes key details like your joining date, job role, reporting time, and any documents required for the first day.
Structure the letter with a clear subject line, a professional salutation, and a positive closing to set the right tone.
Double-check for accuracy in details like the role, reporting time, and attached documents to avoid any confusion or delays in the onboarding process.
What Is a Joining Letter?
A joining letter is a formal document you send to your employer, confirming that you accept the job offer and are ready to start work. Whether you're a new hire, returning after a break, maternity leave, sabbatical, transfer, or internship, this letter serves to confirm your joining date and outlines important details about your role.
Writing a clear joining letter ensures that both you and the company are on the same page regarding your start date, role, and other important details, making sure the onboarding process goes smoothly.
To make sure all the necessary information is included, it’s crucial to understand what should be covered in your joining letter.
Key Elements to Include in a Joining Letter
A well-crafted joining letter confirms your commitment and provides your employer with the necessary information to prepare for your arrival. To help you create a clear and professional joining letter, here are the necessary elements every letter should contain.
1. Date of Issuance
Start by including the date you are sending the letter. This helps establish a clear record of your intent and avoids confusion about timelines.
Example: 22 May 2025
2. Candidate’s Details
Include your full name and, if applicable, your contact information or address. This ensures that your letter is correctly addressed and easy for your employer to reference.
Example:
Ms. Aisha Verma
#24, 3rd Cross, Indiranagar
Bangalore, India - 560038
3. Subject Line
Make the subject line clear and straightforward. This helps your employer quickly understand the purpose of your letter.
Example: Subject: Joining Letter for the Role of Software Engineer
4. Salutation
Start the letter with a respectful salutation to maintain a professional tone.
Example: Dear Mr. Malhotra,
5. Confirmation of Job Offer Acceptance
In this section, acknowledge that the joining letter serves as your official acceptance of the job offer you have received. This confirms your commitment to joining the company and sets the stage for your onboarding preparations.
Example: I am pleased to confirm my acceptance of the offer for the position of Software Engineer at ABCTech Solutions.
6. Joining Date and Reporting Details
Clearly state your confirmed joining date and time, along with the reporting location and the point of contact at the company. This ensures there’s no confusion about your first day and helps the HR and IT teams prepare everything for your arrival.
Example:
Your joining date: 1 June 2025
Reporting time: 10:00 AM
Location: ABC Tech Solutions HQ, Bangalore
Reporting to: Mr. Rohan Malhotra, HR Manager
7. Required Documents and Pre-Joining Formalities
In this section, please list the required documents you will bring on your first day, as instructed by the employer. If there are any other onboarding tasks or forms to be completed beforehand, ensure you have them ready.
Example:
I will bring the following documents with me:
Government-issued ID (original + photocopy)
PAN card
Copies of academic and professional certificates
Signed copy of my offer letter
8. Warm Closing Statement
End the letter on a positive note. Express your excitement about joining and reassure your employer that you are looking forward to your first day. This personal touch will set a welcoming tone.
Example: I’m excited to join the team and look forward to starting on [Joining Date]. If there’s anything else you need from me before then, please feel free to reach out.
Use a professional sign-off like "Sincerely" or "Best regards," followed by your name and contact details.
Example:
Best regards,
Aisha Verma
[Your Contact Information].
By including these essential elements, your joining letter will serve as a clear and professional guide for your new employer. It ensures both you and your employer are on the same page, setting the stage for a smooth and efficient onboarding experience.
How to Write a Joining Letter: Step-by-Step Guide
Writing a joining letter can be straightforward if you follow a clear, professional format. By adhering to a consistent structure, you ensure that your letter covers all necessary details, sets the right tone, and helps avoid confusion.
Below is the ideal format for a joining letter, broken down into sections.
1. Header
Start by including essential details at the top of the letter. This establishes the letter’s context and gives it a professional appearance. The header should contain the date, the subject line, and the reference.
What to include:
Date of writing the letter
Subject: Joining letter for [Job Role]
Reference: Mention the appointment letter's date for clear context.
Example:
[Date]
Subject: Joining Letter for [Job Role]
Reference: Appointment letter dated [Date]
2. Introduction Paragraph
This is where you formally confirm your acceptance of the position and mention the date and time you’ll be joining the company. It's important to acknowledge the offer and express your excitement about joining the team.
What to include:
Confirmation of the position you’ve accepted
The joining date and time
A brief appreciation for the opportunity
Example:
Dear [Hiring Manager’s Name],
With reference to the appointment letter dated [Date], I am writing to formally accept the position of [Job Role] offered to me at [Company Name]. I confirm that I will be joining on [Joining Date] at [Joining Time].
3. Body Paragraph
This section further elaborates on your commitment to the role and company. It is the part where you show enthusiasm for your new role and briefly express your anticipation to contribute to the company’s success.
What to include:
Appreciation for the opportunity
A statement about looking forward to contributing your skills
Highlight the role you will play in the company’s growth
Example:
I sincerely appreciate this opportunity and am excited to be a part of [Company Name]. I look forward to contributing my skills and knowledge to support the company's continued growth and success.
4. Closing Paragraph
In this section, you conclude the letter on a positive note. Express your eagerness to begin the role and reaffirm your commitment. Thank the employer again for the opportunity.
What to include:
Final thanks for the opportunity
Expression of eagerness to join the team and contribute
Example:
Thank you once again for this opportunity. I’m eager to start working with the team.
5. Contact Information
End the letter with a professional sign-off. Include your full name, designation (if applicable), and contact information. This part provides the employer with your contact details in case they need to reach you.
What to include:
Thanks and regards
Your full name
Your contact information
Example:
Thanks and regards,
[Your Full Name]
[Designation, if applicable]
[Contact Information]
6. Documents to Attach
At the end of your letter, you should mention any documents you are attaching for reference. This is especially important if there are any forms or documents you need to submit prior to joining.
What to include:
A list of documents you are attaching
Example:
PFA (Please find attached):
[Document 1]
[Document 2]
Joining letter Format
Now that you know how to write a joining letter, use this format as a quick reference. It shows the order of sections and the key details to include so you can draft yours in minutes.
Sample Joining Letters for Different Roles
When you are joining as a new employee, returning from maternity leave, or transitioning to a different department, it’s essential that your joining letter reflects the details of your role and responsibilities.
Below are sample templates for different scenarios to guide you in writing your joining letter:
1. Joining Letter for a New Employee
This letter confirms your acceptance of the job offer and provides key details about your start date and first day at work.
Sample Joining Letter for a New Employee:
Date: 27 May 20XX
To: [Hiring Manager’s Name]
[Company Address]
Subject: Joining Confirmation - [Job Role]
Dear [Hiring Manager’s Name],
With reference to the appointment letter dated [Date], I am writing to formally accept the position of [Job Role] offered to me at [Company Name]. I confirm that I will be joining on [Joining Date] at [Joining Time].
I sincerely appreciate this opportunity and am excited to be a part of [Company Name]. I look forward to contributing my skills and knowledge to support the continued growth and success of the company.
Thank you once again for this opportunity. I’m eager to start and work with the team.
Thanks and regards,
[Your Full Name]
[Contact Information]
PFA (Please find attached):
[Document 1]
[Document 2]
2. Joining Letter After a Long Leave
This template is for employees returning from an extended leave, ensuring a smooth reintegration into their role.
Sample Joining Letter for an Employee Returning After a Long Leave:
Date: 27 May 20XX
To: [Manager’s Name]
[Company Address]
Subject: Rejoining Confirmation - [Job Role]
Dear [Manager’s Name],
I am writing to confirm my return to the position of [Job Role] at [Company Name] after my extended leave. I will be rejoining on [Joining Date] at [Joining Time] and look forward to contributing to the team once again.
Thank you for your support, and I’m eager to continue my journey with [Company Name].
Thanks and regards,
[Your Full Name]
[Contact Information]
3. Joining Letter After Maternity Leave
For employees returning from maternity leave, this template confirms the date of return and any necessary documentation.
Sample Joining Letter for an Employee Returning After Maternity Leave:
Date: 27 May 20XX
To: [Manager’s Name]
[Company Address]
Subject: Rejoining Confirmation - [Job Role]
Dear [Manager’s Name],
I am writing to confirm my return to my role as [Job Role] at [Company Name] following my maternity leave. My first working day will be [Joining Date], and I will report at [Joining Time].
Please find attached the required medical clearance certificate and any other documents needed for rejoining.
I’m looking forward to rejoining the team and continuing to contribute to our projects.
Thanks and regards,
[Your Full Name]
[Contact Information]
PFA (Please find attached):
[Document 1]
[Document 2]
4. Joining Letter After a Sabbatical Leave
For employees returning from a sabbatical, this letter ensures a clear and smooth transition back to work.
Sample Joining Letter for an Employee Returning After Sabbatical:
Date: 27 May 20XX
To: [Manager’s Name]
[Company Address]
Subject: Rejoining Confirmation - [Job Role]
Dear [Manager’s Name],
I am writing to confirm my return to the position of [Job Role] at [Company Name] after my sabbatical leave. I will be resuming work on [Joining Date] at [Joining Time].
I look forward to rejoining the team and contributing to the company’s continued success.
Thanks and regards,
[Your Full Name]
[Contact Information]
5. Joining Letter for a Transferred Employee
This template is for employees transferring to a new department or location, confirming their new role and responsibilities.
Sample Joining Letter for an Employee Transferred to a New Department:
Date: 27 May 20XX
To: [Manager’s Name]
[Company Address]
Subject: Transfer Confirmation - [New Job Role]
Dear [Manager’s Name],
I am writing to confirm my transfer to the position of [New Job Role] within the [New Department Name] at [Company Name]. My transfer date is [Joining Date], and I will report at [Joining Time].
I’m excited to begin this new chapter and contribute to the team in this new capacity.
Thanks and regards,
[Your Full Name]
[Contact Information]
6. Joining Letter for an Internship
For interns, this letter confirms the internship position, the start date, and any additional requirements.
Sample Joining Letter for an Internship:
Date: 27 May 20XX
To: [Hiring Manager’s Name]
[Company Address]
Subject: Internship Joining Confirmation - [Internship Role]
Dear [Hiring Manager’s Name],
I am excited to confirm my acceptance of the [Internship Role] position at [Company Name], starting on [Joining Date]. My working hours will be [Working Time], and I am eager to contribute and learn during my time with the team.
I have attached the required documents, including my university recommendation letter and ID proof.
Looking forward to gaining valuable experience with [Company Name].
Thanks and regards,
[Your Full Name]
[Contact Information]
PFA (Please find attached):
[Document 1]
[Document 2]
Up next, let’s look at some common mistakes new joinees should avoid while drafting joining letters.
Common Mistakes to Avoid While Writing a Joining Letter
As an employee writing your joining letter, it's important to ensure that all the details are clear and accurate. Any small mistakes in your joining letter could cause confusion and delays in your onboarding.
Here are some common mistakes to avoid while writing your joining letter:
1. Missing Key Information
Including all essential details in your joining letter is vital. If you forget important information such as the joining date, reporting time, or location, it can create confusion and delay the onboarding process.
Example Mistake: Saying something like: "I look forward to joining the team soon," without including specific details such as the joining date, time, or office address.
Better Approach: Clearly state: "I confirm my joining on [Joining Date] at [Joining Time] at [Location]."
2. Using Generic Templates Without Customisation
Using a generic, one-size-fits-all template may save time, but it will make your joining letter sound impersonal.
Example: Address the letter personally to the person you're writing to and include your job title and department: "Dear [Hiring Manager’s Name], I am excited to join as [Job Title] in [Department]."
3. Incorrect or Inconsistent Details
Make sure the details in your joining letter match what’s mentioned in the offer letter. Any discrepancies, such as incorrect job titles, dates, or reporting times, can confuse both you and the HR team.
Example Mistake: Writing: “I will be joining as a Sales Executive,” when the offer letter states “Business Development Executive.”
Better Approach: Verify the details and write: “I confirm my joining as a [Job Title] on [Joining Date] as per the offer letter dated [Date].”.
4. Unclear Tone or Language
Your tone should be clear, professional, and enthusiastic. Avoid using overly complex or formal language that could confuse the reader. Keep it friendly and straightforward.
Example Mistake: Saying something like: “I am hereby submitting my joining letter for the role as discussed.”
Better Approach: Say: “I am excited to confirm my acceptance of the role of [Job Title] and I look forward to starting on [Joining Date] at [Location].”
5. Forgetting to Mention Required Documents
If the company requires specific documents for your first day, it’s essential that your joining letter includes a clear list. Forgetting to mention this could cause delays on your first day.
Example Mistake: Not listing the documents you’re bringing, which could result in unnecessary back-and-forth before your start date.
Better Approach: Make sure to mention:
“I will be bringing the following documents on my first day:
Government-issued ID (original + photocopy)
PAN card
Copies of my educational and professional certificates.”
6. Not Including Contact Information
It's important to provide your contact information, especially if the HR needs to get in touch with you before your start date. This ensures you're easily reachable if needed.
Example Mistake: Not including a phone number or email where you can be contacted.
Better Approach: Add: “Should you need to reach me before the start date, my contact details are:
Email: [Your Email Address]
Phone: [Your Phone Number]"
By avoiding these common mistakes, you can ensure that your joining letter is clear, professional, and sets the right tone for a smooth onboarding experience
Conclusion
Writing a clear and well-structured joining letter is crucial for ensuring a smooth start to your new role. It sets the right expectations, avoids confusion, and helps you communicate professionally with your future employer.
On the other side of the joining letter, Craze offers an all-in-one solution to HR teams that simplifies and automates document management. With Craze, you can easily generate track onboarding progress and store necessary documents, all from one central platform.
Get started with Craze today and make document management and employee onboarding easier than ever!
FAQs
Q1. Do I need to sign the joining letter before submitting it?
A1. Yes, the joining letter should be signed by you before submission, either digitally or in print, to confirm your acceptance and intent to join the company.
Q2. Is a joining letter legally binding?
A2.While a joining letter is not a legal contract, it is considered an important part of the documentation trail. It supports transparency and can be used as supporting evidence in case of future disputes regarding job acceptance or employment terms.
Q3. Is it necessary to attach documents with the joining letter?
A3. Yes, attaching the required documents, such as ID proof, academic certificates, and the signed offer letter, is essential to complete the joining process smoothly.
Q4. How long before the joining date should I submit the joining letter?
A4. Ideally, submit your joining letter within a few days of receiving the offer. This helps the employer prepare for your onboarding and ensures a smooth transition.
Q5. What happens if I don’t submit the joining letter on time?
A5. Delaying your joining letter can cause confusion and delay the onboarding process. It is advisable to submit it on time to confirm your intent to join and avoid any administrative issues.
