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How to Write a Joining Letter. A guide for HR Managers

Joining Letter

A joining letter is a confirmation letter addressed to an employer. The purpose of a joining letter or “letter in response” differs from that of an appointment letter. While the company sends an appointment letter to the candidate outlining the job details after they have accepted the job offer, a joining letter is sent by the candidate to the company to confirm their acceptance of the position. 

The joining letter signals the end of the job search process for the candidate and serves as a formal start of employment in the company. Once received, the joining letter is submitted to the human resources (HR) department for various purposes, such as collecting essential documents, confirming the start date, verifying records, and conducting background checks.

According to a survey, almost all (96%) of the individuals who are looking for employment believe that it is crucial to be employed by an organization that values transparency.

Format of a Joining Letter

  • Date: A joining letter should begin with the date the letter is written, as a formal and documented reference for your joining. The employer and the employee must keep track of these dates to ensure a smooth onboarding process.

Here are some reasons why the date is essential in a joining letter:

  • Formality: Including the date in a joining letter shows that the employee is taking the process seriously and is aware of the formalities involved.
  • Legal Requirements: The date is essential for legal reasons, such as ensuring that the employee has accepted the offer within the timeframe specified by the employer.
  • Record-Keeping: The date on the joining letter is also essential for record-keeping purposes. It helps the employer keep track of the timeline of events related to the hiring process.
  • Receiver Details

It is essential to address the accurate contact details of the receiver in the official document. If not, the formal letter may not reach the person you want it to reach. The relevant details of the receiver include name, designation, and official address.

  • Subject

The subject line of an official letter is crucial as it provides the reader with a quick understanding of the content. Therefore, it is essential to keep the subject line concise with practical expressions. Including specific keywords such as job role and joining letter can help distinguish it from other daily emails. It’s also important to avoid using inappropriate language in the subject line.

  • Formal Salutation

The formal salutation in a joining letter typically begins with “Dear” followed by the title and the name of the employer to whom the letter is addressed; for example, “Dear Mr. Smith” or “Dear Ms. Johnson.” If you don’t know the recipient’s gender or they are gender-neutral, you might address them as “Dear [First Name] [Last Name].”

  • Body of the Letter

The main body of the joining report includes a formal record of the employee’s job position, contact details, and address. It follows a predefined format in a communicative tone to avoid ambiguity in the recruitment process.

The letter may also include a brief introduction and a statement of gratitude for the opportunity to join the organisation. Additionally, the employee may express excitement about the new role and willingness to contribute to the company’s success.


I am delighted to accept the job offer to join your esteemed organisation as a [Job Role]. I am excited to bring my skills, knowledge, and experience to contribute to the growth and success of the company.

As discussed during the interview, my start date is [Start Date]. I will report to [Supervisor’s Name] and work in [Department or Team]. I understand that my salary will be [Salary Amount] per [Month/Year], and I will be eligible for [Benefits or Perks].


  • Conclusion

The conclusion of a joining letter from an employee typically expresses gratitude for the opportunity to join the organisation and enthusiasm for the new role. Employees may also be willing to contribute to the organisation’s success and work collaboratively with their colleagues.


I am thrilled to accept the job offer and excited to join the team. My skills and experience enable me to make valuable contributions to the organisation. I look forward to meeting everyone and starting this new career chapter. I am grateful to the HR team for providing me with this opportunity, and I am eager to begin working with you all.


  • Attach Documents

When sending a joining letter, an employee may need to attach certain documents such as their resume, educational certificates, or other relevant paperwork. To ensure the receiver does not miss the documents, the employee should confirm with the management officials if any specific format or procedure needs to be followed.


As requested, I have attached the following documents to this email:

  • A copy of my resume,
  • a scanned copy of my signed offer letter and 
  • a scanned copy of my identification card.


  • Mention Other Documents

Some other documents may need to be attached to the job acceptance letter, along with the basic qualification degrees and identification proof. These can include documents yet to be available, such as medical reports or police clearance certificates, or documents that may be required later in the employment process, such as tax-related documents or performance appraisals.

Sample Joining Letter


[Employee’s Name]

[Employee’s Address]

[City, State, Zip Code]


[Employer’s Name]

[Employer’s Address]

[City, State, Zip Code]

Dear [Employer’s Name],

I am pleased to accept your employment offer for the [Position Title] position at [Company Name]. I am grateful to join your team and contribute to the growth and success of the company.

Per the offer letter’s terms and conditions, my starting date will be [Starting Date], and my initial compensation will be [Salary/Compensation Details]. As the company requires, I have attached all the necessary documents, such as my educational certificates and identity proof.

I must adhere to the company’s policies and procedures, and I assure you that I will put in my utmost effort to exceed your expectations.


[Employee’s Name]



Tips for Writing a Joining Letter

  1. Start with a Professional Tone – Begin the letter by addressing the employer respectfully and professionally. Use their full name and title to show respect.
  1. Keep It Brief – The letter should be concise and focus on the essential details, such as your acceptance of the job offer, your starting date, and any other relevant information. Avoid delving too deeply into personal details or circumstances.
  1. Double-Check the Information – Before submitting the letter, ensure all information is accurate and up-to-date. Check the spelling of the employer’s name, the position title, and other essential details.

For example- As per the annual leave policy of your organization, I will receive 15 days of leave in a year, not including any sick leave.

  1. Express Your Gratitude – Take a moment to thank the employer for the opportunity and express your excitement to join the company.
  1. Attach the Necessary Documents – Make sure to attach any required documents, such as educational certificates or identity proof, as specified in the offer letter.
  1. Use a Professional Format – Use a standard business letter format with a clear and easy-to-read font. Make sure the letter is free of errors and properly formatted.
  1. Proofread the Letter – It is essential to proofread the letter for grammatical or spelling errors. A well-written letter with proper grammar and punctuation reflects positively on the employee and creates an excellent first impression.


Wrapping Up


In conclusion, writing a joining letter as an employee is an important task that requires attention to detail and a professional approach. It is essential to follow a standard business letter format, use a clear and easy-to-read font, and proofread the letter for grammatical or spelling errors. A well-written joining letter sets the tone for a positive working relationship between the employee and employer, and can help create a strong foundation for a successful career.

At sumHR, our goal is to amplify the effectiveness of HR teams worldwide. We have designed a comprehensive cloud-based HR management software, providing a configurable, adjustable online HR software to enable HR personnel to automate tedious tasks, cut through the confusion, and increase employee satisfaction with their HR experience. We firmly hold that HR management is the cornerstone of any business. Visit our website today!

How should I format a joining letter?

A joining letter should follow a standard business format with a professional font and clear, concise language. It should be properly formatted with a subject line, greeting, body paragraphs, and closing signature.

Should I attach any documents with my joining letter?

Yes, you should attach any necessary documents requested by the employer, such as educational certificates, identity proof, or other relevant documents specified in the job offer.

How long should a joining letter be?

A joining letter should be brief and to the point, typically at most one page. It should focus on the essential details and avoid unnecessary information or details.

Is it essential to proofread my joining letter?

Yes, it is essential to proofread your joining letter to ensure that it is error-free and reflects high professionalism. A well-written and error-free letter can create a positive impression on your employer.
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