When you get selected for a job, there is usually a formal protocol of documentation that records the start of your employment with the company. A joining letter is an important part of that documentation. Since a joining letter is something that you will have to provide the company, it is beneficial to understand how to write an effective one. In this article, we will examine how to write a joining letter, some templates for joining letters and tips for writing an effective letter.
What is a joining letter?
A joining letter is a letter that you send to your employer upon receiving an employment letter from their side, inviting you to start working for their company. The purpose of writing a joining letter is to express your desire and willingness to accept a job. Additionally, it also serves as a formal record of the start of your employment with the company. Joining letters are usually addressed to top management officials or the owner of the company. Companies may send employment letters to several candidates, following interviews. However, candidates have the freedom to accept or decline a job offer. Joining letters notify employers whether candidates have accepted or rejected their offer for employment.
Related: How to Write a Formal Letter
How to write a joining letter
A well crafted joining letter can improve your professional image in the eyes of your employer. Joining letters should have some essential pieces of information and should follow a commonly used professional letter format. Follow these steps to write an effective joining letter:
1. Mention the date
Start your letter by mentioning the date on which you are writing the letter. This is important because the letter will go in as an official record of the start of your employment. Use an expanded date format and avoid abbreviations.
Example: 12th June, 2019
2. Include the name, designation and address of the receiver
Mention the name of the receiver, typically the company owner or a top management official, along with their designation and office address.
Mr. Arun Singh
Chief Executive Officer
Sigma Constructions, Pune
3. Add a subject line
A subject line is especially important if you are sending your joining letter by e-mail. It helps give visibility to your communication and lets the reader know beforehand what the letter contains and its purpose.
Subject: Joining letter for the position ‘Marketing Executive' - Vinod Jain
4. Add a reference to the previous communication
You may be sending your joining letter in response to an offer letter you have received from the company's side. Reference this communication (if available) to help the employer place you and your letter accurately.
Reference: Offer letter # 2019-11-4-034, Campus Placement Drive, Imperial College of Engineering
5. Follow this with a formal salutation
Although it is all right to refer to the receiver by their name (or simply as ‘Sir/Madam'), consider using a formal salutation to maintain formality.
Example: “Respected Sir,”
6. Write the main body text
Provide important details of your appointment and plans to join the company, including the date on which you intend to start your employment.
“I am grateful to have received your offer letter to join Zedex Consultants as a junior consultant. I am writing this letter to inform you that I will start on 15th May, 2020, at 10:00 AM.”
7. Provide a conclusion
Conclude your body text with a suitable note, reaffirming your interest in the opportunity you have received.
“I thank you for this opportunity and look forward to working in your company.”
8. Attach required documents and mention them in order
Companies will require you to submit several documents, like graduation certificates, skill certifications, Aadhar card and PAN card. Attach copies of these documents and mentioned them in the form of an ordered list.
Please find attached enclosures:
- B.Arch Graduation Certificate
- ArchiCAD Advanced Certification
- ID - Passport
- PAN Card
9. Mention any required documents that are not attached
You may not always have the required documents for joining a company, at the time of your appointment. You must provide a list of these documents and a tentative date within which you can submit said documents.
Joining letter template
Here is a joining letter template that you can use to model your own:
Subject: Joining letter - [Your name]
Reference: [Reference number/ID of offer letter/appointment letter]
I am writing this letter to inform you that I am accepting your offer for the position of [Job title] and will be joining on [Joining date], at [Joining time].
I am grateful for having received this opportunity and look forward to the work that lies ahead.
[Your full name]
[Your address/contact details]
Please find the attached documents:
1. [Title of Document 1]
2. [Title of Document 2]
Joining letter example
Here is an example of a joining letter, which you can use as a reference to write your own:
*25th June 2021
Owner and CEO,
Pen & Paper Publishing House,
Subject: Joining Letter - M. Riaz
I am writing this letter to inform you that I accept your employment offer for the position of ‘Lead Designer - Publications'. I will be starting on Monday, 28th June, 2021 at 10:00 AM.*
*I am excited to have received this opportunity and look forward to working with you.
+91 87352 43940
Please find the attached documents:
1. Graduation Certificate
2. ID - Driver's License
3. PAN Card
Note: I have not attached my passport as you had requested. It is being renewed at the moment and I will send the document latest by Monday, 5th July, 2021.*
Tips for writing a joining letter
Here are some general tips for writing a joining letter:
- Keep your letter brief and clear. There should be no ambiguity regarding important details like joining date, job title etc. Include only relevant information.
- Keep your letter professional. Avoid casual language and idiomatic phrases.
- Ensure that all information you provide, like addresses, dates, designations etc. are accurate so that there is no confusion.
- Use appropriate salutations when referring to the recipient.
- Proofread your letter for eliminating spelling and grammatical errors.
- You may also get your letter proofread by another person to ensure that the tone is appropriate for a joining letter.
Writing a joining letter after earned leave
Another instance of joining letters being used in the workplace is when employees go on leave and notify their employer about their joining date following the period of absence. Here is a template and an example letter that you can use to write your own joining letter after earned leave:
[Name of company]
Subject: Joining letter after availing leave - [Your Name].
Reference: Application for leave dated [Date of leave application].
This is to bring to your notice that I, [Your name] will be joining the company on [Date], [Time] after availing leave from [Start date of leave] to [End date of leave].
[Your full name]
[Employee identification number]
[Signature of your supervisor]
*1st July 2021
Director of Operations,*
Subject: Joining letter after availing leave - Joseph Gregory.
Reference: Application for leave dated 21st June 2021.
I am writing this letter to bring to your notice that I, Joseph Gregory will be joining the company on 5th July 2021, 10.00 AM after availing leave from 22nd June 2021 to 4th July 2021.*
Joseph Varghese Gregory,
Quality Assurance Lead,
Employee ID: 21QA67 809
[Signature of supervisor]*
Joining letter vs appointment letter
Joining letters and recruitment letters are important to the recruitment process. Although they may be used interchangeably in certain scenarios and work environments, they are entirely different from each other and are used for different purposes. An appointment letter, sometimes referred to as an offer letter, is sent to a candidate by the company as an official document specifying the details of their recruitment. It may contain relevant details like the candidate's designation, job responsibilities, pay scale, effective probation period, extended benefits and company policies. A probation period can last anywhere between a few months to a whole year. A candidate's employment status is not final until they complete the probation period and are officially confirmed for their job role and designation.
A joining letter on the other hand is submitted by candidates who receive an offer letter, confirming their acceptance of the offer and providing a joining date. It is also a means for the employer to collect important documents from the candidate, verify records and perform basic background checks. This letter becomes an official record of the start of a work engagement and will typically go into a file that the company maintains for each employee. Joining letters need not contain any details of the job, other than joining date and designation.