Joining Letter Format: Key Elements and 6 Free Templates
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 the joining date, reporting time, location, manager, and documents to bring, so HR can prep your onboarding without back-and-forth.
In this guide, you’ll find the exact format for a joining letter and a simple step-by-step process to follow. You’ll also get copy-ready samples for various situations, including new hires, returning employees from leave, transfers, and internships.
Key Takeaways
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 such as your joining date, job role, reporting time, and any documents required for your first day.
Structure the letter with a clear subject line, a professional salutation, and a positive closing to set the right tone.
Double-check details such as the role, reporting time, and attached documents for accuracy to avoid confusion or delays in the onboarding process.
Use a ready-to-use joining letter template to ensure correct structure and save time while drafting.
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, on maternity leave, on sabbatical, on transfer, or on an internship, this letter confirms your joining date and outlines important details about your role.
Writing a clear joining letter ensures that you and the company are on the same page regarding your start date, role, and other important details, helping the onboarding process go smoothly.
Since multiple documents are exchanged during the hiring process, it is important to understand how a joining letter differs from an offer letter and an appointment letter.
Joining Letter vs Offer Letter vs Appointment Letter
The table below explains how an offer letter, joining letter, and appointment letter differ in intent, timing, authority, and legal standing.
Aspect | Offer Letter | Joining Letter | Appointment Letter |
Purpose | Invitation to join with proposed job terms | Employee’s confirmation of acceptance and joining date | Formal document defining employment terms |
When Issued | After selection, before acceptance | On or just before the first working day | After joining, during onboarding |
Issued By | HR or Hiring Manager | Employee | HR or Senior Management |
Content Focus | Role, salary, start date, conditions | Joining date, designation, reporting manager, documents | Salary structure, leave rules, notice period, policies |
Legal Standing | Not binding until accepted | Administrative confirmation | Legally binding contract |
Tone | Welcoming | Professional and affirmative | Formal and contractual |
Action Required | Accept or decline | Submit confirmation | Acknowledge and comply |
Now that the differences between these documents are clear, let’s look at the key elements that every joining letter should include.
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, professional joining letter, here are the elements every letter should include.
1. Employer and Reference Details
Include the company name, official address, date of issue, and reference number, usually mentioned on the company letterhead or in the subject line. These details formally associate the letter with the employer and the relevant hiring communication.
Tip: Ensure the reference number and date match those in the offer or appointment letter.
2. Employee Identification Details
Mention the employee’s full name, designation, department, and employee ID, if assigned. This confirms that the joining letter applies to the correct individual.
Tip: Match the designation and department exactly as stated in the offer or appointment letter.
3. Joining Confirmation
Clearly acknowledge acceptance of the job offer or appointment. This section serves as the formal confirmation of the employee’s intent to join the organisation.
Tip: Use direct acceptance language without conditional statements.
4. Role and Reporting Details
State the employee’s role, department, reporting manager, and work location. This ensures clarity on organisational placement from the first working day.
Tip: Cross-check reporting manager details with HR or onboarding communication.
5. Joining Date and Start Details
Specify the exact joining date and reporting time. This removes any uncertainty regarding the employee’s first working day.
Tip: Avoid vague terms such as “soon” or “as discussed.”
6. Terms of Employment Acknowledgement
Briefly acknowledge key employment terms such as probation period, working hours, or salary, if required. Detailed terms need not be repeated if already covered in the appointment letter.
Tip: Reference terms without restating full clauses.
7. Welcome Note and Closing Statement
Include a short, positive line expressing readiness to join and appreciation for the opportunity. This sets a professional and respectful tone.
Tip: Keep the message concise and formal.
8. Authorisation and Signature
Conclude the letter with the employee’s signature and contact details. If issued on company letterhead, ensure it includes the authorised HR or employer signatory, their designation, and the date.
Tip: Confirm signatory authority in accordance with internal HR policy.
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
Place the header at the top of the letter. It provides reference context and aligns the letter with earlier hiring communication.
Format:
Date
Subject: Joining Letter for [Job Role]
Reference: Appointment letter dated [Date]
2. Opening Paragraph
Begin the letter by referencing the appointment or offer letter and confirming the position accepted. State the joining date and reporting time clearly in the opening paragraph.
Example:
Dear [Hiring Manager’s Name],
With reference to the appointment letter dated [Date], I confirm my acceptance of the [Job Role] position at [Company Name]. I will be joining on [Joining Date] at [Joining Time].
3. Main Paragraph
Use a short paragraph to formally acknowledge the opportunity and confirm readiness to assume the assigned role. Keep this section brief and factual.
Example:
I acknowledge the terms outlined in the appointment letter and confirm my readiness to commence employment as scheduled.
4. Closing Paragraph
Conclude the letter with a formal closing line that indicates preparedness to begin work.
Example:
I look forward to joining the organisation and commencing my responsibilities.
5. Sign-off and Contact Details
End the letter with a professional sign-off followed by your name and contact details.
Format:
Yours sincerely,
[Full Name]
[Contact Number]
[Email Address]
6. Attachments (If Applicable)
If any documents are required, list them at the end of the letter.
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 join as a new employee, return from maternity leave, or transition to a different department, it’s essential that your joining letter reflects 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 [Job Role] position 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 company's continued growth and success.
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, helping ensure a smooth reintegration into their roles.
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 [Job Role] position at [Company Name] following 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 return date and any required 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 [New Job Role] position within [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 minor mistakes in your joining letter could cause confusion and delay 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 of them. 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
A well-structured joining letter ensures a smooth onboarding experience, reduces administrative errors, and sets clear expectations for new employees. For HR teams, having a consistent process helps maintain compliance, avoid confusion, and improve the overall efficiency of employee onboarding.
To make this process effortless, Craze provides an all-in-one platform for HR teams to manage joining letters, track employee documentation, and monitor onboarding progress. With everything centralised, your team can maintain compliance, save time, and deliver a seamless experience for every employee joining the organisation.
Request a Demo with Craze today to simplify onboarding, enhance efficiency, and ensure every new hire starts on the right note.
FAQs
1. Can an employee submit a joining letter before the offer or appointment letter?
No. HR should ensure employees submit joining letters only after receiving an official offer or appointment letter to avoid confusion.
2. How should HR store and track joining letters efficiently?
Maintain a centralised digital repository for all joining letters. This enables easy access, audit tracking, and compliance monitoring.
3. Is it acceptable for HR to request additional documents along with the joining letter?
Yes. HR can request necessary documents, such as ID proof, certifications, or signed agreements, to ensure a smooth onboarding process.
4. How can HR handle employees rejoining after a sabbatical, transfer, or leave?
Provide a customised joining letter reflecting their role, department, and reporting manager, while clearly stating the rejoining date and expectations.
5. What should HR do if the submitted joining letter has errors or missing information?
HR should promptly communicate the discrepancies to the employee and request corrections before the first working day to prevent administrative issues.
