Starting a new job is an exciting milestone, but before you step into your new role, there’s an important task to complete: submitting your joining letter. This letter isn’t just a formality—it’s an essential document that confirms your acceptance of the job offer and your agreed-upon start date. A well-written joining letter not only formalises your commitment to the role but also helps to establish a positive impression with your new employer.
In this guide, you’ll learn how to write a clear and professional joining letter, ensuring a smooth and confident start to your new career journey.
What is a Joining Letter?
A joining letter can be defined as a formal document that is shared with a new employee, which marks the start of their employment with the said company. Besides the joining date, it also confirms and reaffirms the job role of the employee. This formal documentation ensured a smooth onboarding process for the new employee. On top of this, it serves as a proof of acceptance. This is usually shared over email but can also be given physically.
How To Write a Good Joining Letter
Here are key points to consider when writing a joining letter:
- Select an Appropriate Format: Use a professional template as a reference to ensure your letter adheres to formal standards.
- Maintain a Professional Tone: Address senior management appropriately by avoiding casual language and focusing on essential information.
- Clearly State Acceptance: Declare your acceptance of the job offer at the beginning, referencing the offer letter and including your start date and time.
- Express Appreciation: Thank the employer for the opportunity and convey your enthusiasm for contributing to the company.
- Keep it Concise: Limit unnecessary details and focus on the must-have information.
- Mention Attachments: Include a note at the end about any documents you’re attaching, such as the signed offer letter and personal identification.
Components of a Joining Letter
A joining letter must contain key elements to maintain a professional tone and structure. Here are the essential components to include:
- Date: Indicate the date of writing as it marks the official start of employment.
- Subject Line: Use “Letter of Joining” or “Joining Letter” for clarity.
- Salutation: Use formal greetings.
- Acknowledgement: Reference the offer letter.
- Acceptance: Clearly state acceptance of the offer.
- Job Role: Specify the accepted position.
- Joining Date: Include the agreed-upon start date.
- Gratitude: Express thanks and enthusiasm for joining.
Joining Letter Format
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Welcome to [Company’s Name]
Dear [Employee Name],
We are delighted to welcome you to [Company Name] as [Job Title]. We feel confident in your skills and the experience you bring to the role. We are sure you will be a great addition to our team.
As per our prior discussion in the interview process, we have decided that you will start your employment here on [Joining Date]. Your reporting will be handled by [Reporting Manager’s Name]. You are required to arrive at [Reporting Time] and report to [Department/ Office Location].
Here is a brief overview of your employment:
- Position: [Job Title]
- Department: [Department Name]
- Reporting to: [Reporting Manager’s Name]
- Joining Date: [Joining Date]
- Compensation: [Details of Salary Package]
- Benefits: [Outline any benefits, if applicable]
As per our company rules, we would like you to bring the following documents on your first day:
- [List of Required Documents]
Please do not hesitate to reach out to [HR Contact Name] at [HR Contact Email/Phone Number] if you have any questions.
We are optimistic about your contribution and wish you a bright and fulfilling career with [Company Name].
Welcome aboard!
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
Different Joining Letter Formats
| Formats | Files |
|---|---|
Joining Letter Format in Word |
Download |
Joining Letter Format in Pdf |
Download |
Joining Letter Samples
There are multiple instances where a joining letter can be used. We have listed some samples for each such scenario.
Joining Letter for a New Employee
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Offer Letter for Junior Software Engineer
Dear Emma,
We are pleased to offer you the position of Junior Software Engineer at Digital Dynamics Ltd., effective from October 22, 2024. You will be joining our team at 9:00 AM at our San Francisco office.
We are confident that your skills and enthusiasm will make a great contribution to our projects and innovation. Enclosed, you will find your detailed offer letter, including terms and benefits.
We look forward to welcoming you aboard!
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
Enclosures:
Offer Letter
Company Policies
Rejoining Letter After a Leave
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Rejoining Confirmation as Lead Illustrator
Dear Anna,
We are pleased to confirm your return to Artistic Creations Co. as Lead Illustrator, following your approved personal leave. Your rejoining date is scheduled for October 20, 2024, at 9:30 AM.
We look forward to having you back and resuming your valuable contributions to our ongoing creative projects.
Thank you for your dedication, and we are excited to see your creativity at work once again.
Best regards,
[Your Name]
[Your Designation]
[Company Name]
Rejoining Letter After Maternity Leave
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Rejoining Confirmation as Senior Project Manager
Dear Michael,
We are pleased to confirm your return to TechVision Solutions Pvt. Ltd. as Senior Project Manager, following your parental leave. Your rejoining date has been scheduled for July 10, 2024, at 9:00 AM.
We appreciate your dedication and look forward to having you back on the team. We are confident your expertise will continue driving our projects to success.
Best regards,
[Your Name]
[Your Designation]
[Company Name]
Joining Letter for an Internship
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Welcome to Bright Future Enterprises as the new Marketing Intern
Dear Mark,
We are delighted to confirm your acceptance for the position of Marketing Intern at Bright Future Enterprises, starting on June 16, 2024, at 9:00 AM. We are excited to have you join our team and look forward to your contributions to our marketing initiatives.
We believe this internship will provide you with valuable experience, and we’re confident you’ll make a meaningful impact. Welcome aboard!
Best regards,
[Your Name]
[Your Designation]
[Company Name]
Joining Letter for a Transfer Employee
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Transfer Confirmation for Senior Software Engineer Position
Dear Michael,
We are pleased to confirm your transfer to the position of Senior Software Engineer at our Seattle branch, effective June 20, 2024. Your transition from the New York Development Department has been approved, and we look forward to having you join the Seattle team.
We believe your expertise will greatly contribute to our projects and the continued success of the office. Please let us know if you need any support during this transition.
Best regards,
[Your Name]
[Your Designation]
[Company Name]
In Conclusion
Crafting a well-structured joining letter is essential, as it marks the beginning of your relationship with new employees. A well-prepared joining letter not only confirms the acceptance of the job role but also sets the stage for a smooth onboarding process.
For HR professionals and employers, understanding the standard format of a joining letter helps in anticipating what to expect from new hires. This letter also serves as an important official document for the employee’s personnel file.
With TankhaPay, the burden of managing documentation is significantly reduced. Our efficient employee document management system allows new hires to upload crucial documents—such as joining letters, proof of identity, signatures, experience letters, and salary slips—directly to the TankhaPay portal. This enables HR to access, verify, and manage these documents effortlessly whenever required.
But that’s not all! TankhaPay’s platform allows you to digitally generate and send various employee letters, including appointment, probation extension, transfer, and relieving letters, directly from the system. This seamless integration simplifies documentation and enhances overall efficiency, ensuring that you can focus on what truly matters—supporting your team and driving organisational success.
FAQs on Joining Letter
How important is a joining letter in the hiring process?
A joining letter is crucial as it formalises the employee's commitment to the role and marks the beginning of their employment. It also helps in maintaining an organised record for both the employee and the employer.
What should be included in a joining letter?
A joining letter should include the date, subject line (e.g., "Joining Letter"), salutation, reference to the offer letter, acceptance of the offer, job role, start date, and expressions of gratitude. It should maintain a professional tone throughout.
How does TankhaPay help with managing joining letters?
TankhaPay simplifies the documentation process by allowing new hires to upload important documents, including joining letters, directly to its platform. Employers can then easily verify, manage, and access these documents, streamlining the HR workflow.
