A joining letter is one of the most important documents that you get when you join a new organisation. Do not confuse a joining letter with an offer letter as both are different. A joining letter states that you have started your employment with a particular organisation.
We will learn what is a joining letter, how to write it, what is the general format, explore some templates and samples, along with tips for writing a letter of joining in this blog.
What is a Joining Letter?
A joining letter is a formal document shared with the newly joined employee that confirms the starting of their employment with an organisation. Apart from marking the beginning of the employment, it confirms the job role discussed during the hiring with the employee.
It is a formal part of documentation that is essentially done for onboarding the employee smoothly. Further, it can also be used as proof of acceptance for the job. A joining letter can be shared over email or it can be given physically.
How to Write a Joining Letter?
A joining letter must have a few essentials that will help you create a professional image. Listed below are the key components of a joining letter that you shouldn’t miss including while drafting it:
Date
Start the joining letter by the date on which you are writing it. Remember, this date will be used to mark the official start of your employment. Hence, use a clear date format to avoid any confusion.
Subject Line
Mention the subject line as “Letter of Joining” or “Joining Letter”. The receiver will know the intent of the letter just by looking at the subject line.
Salutation
Start the body of the joining letter with salutations and greetings. Ensure to be formal while addressing and maintain professionalism.
Acknowledgement
Generally, a joining letter is sent against the offer letter that you would have received by the company. You can refer to the offer letter or you can attach it for reference.
Acceptance
Mention that you are accepting the offer letter from the organisation. Be explicitly clear about the acceptance.
Job Role
Add in the job role that you had been offered and accepted.
Joining Date
Include the effective date of joining as agreed during your discussion.
Gratitude
End the joining letter by showing gratitude and letting the employer know that you are looking forward to starting your professional journey with them.
Joining Letter Format and Template
Writing a joining letter is quite simple. To help you further, you may consider the below format. Remember, it doesn’t matter if you are sending the letter as an email, or you want to send it as a PDF, the format for the joining letter will be the same.
[Date]
Subject Line: Joining Letter/Letter of Joining
Dear [Employer’s Name],
I am writing to formally accept the job offered by [Organisation’s Name]. I am happy to state that I will be joining the position of [Job Role] on [Date of Joining].
I am eager to be a part of your dynamic work culture and contribute towards the continued success of the organisation.
Yours sincerely,
[Full Name]
Joining Letter Sample
Creating a well-structured joining letter reflects your professionalism and sets the tone for your future role in the organisation. As a joining letter marks the beginning of your new relationship with the employer, it must be carefully thought through.
To help you better, we have created a joining letter sample that you may consider to understand the structure clearly.
07/09/2024
Subject Line: Letter of Joining
Hi Rishi,
I am writing to accept the position of Content Writer at XYZ Corporation. As per the offer letter dated 25/08/2024, I accept all the Terms & Conditions.
I am looking forward to starting the job on 09/09/2024 and begin contributing to the marketing team to enhance the growth and success of the organisation as a whole.
Thank you for giving me this opportunity.
Yours sincerely,
Rachit Jain
Tips For Writing A Joining Letter
As mentioned earlier, writing a joining letter is not challenging, however, the structure must be followed to deliver the message correctly to the receiver.
Here are a few tips to help you write a good joining letter:
- Follow a professional format and keep the language professional. Include salutations, greetings and gratitude.
- Be very clear, and concise about the intent of your letter. Set the tone from the beginning and do not leave any room for confusion.
- Include relevant details such as joining date, job role or position offered.
- Attach any additional documents that have been asked by the employer before you join so that you have a smooth onboarding process.
- Express your appreciation and gratitude and show that you are excited to be a part of their team and how you will be contributing towards the growth of the organisation and team.
Writing A Joining Letter After Earned Leave
A joining letter is not necessarily written only by new employees. It can also be written by employees who are resuming their work after their leave. It helps the team and the employer to manage the workflow continuity effectively when they know in advance of your re-joining.
Here is a sample of how you can write a joining letter after an earned leave:
07/09/2024
Subject: Re-joining Letter
Hi Kiran,
I am writing with reference to the annual leave approved letter dated 01/08/2024. This is to inform you that as agreed upon, I will be resuming my position as a Content Writer from 09/09/2024.
I am excited to resume the work and take the handover from the current stakeholders for a smooth transition.
Looking forward to continuing my contributions to XYZ Corporation.
Yours sincerely
Tanu Sharma
Joining Letter vs Appointment Letter
A joining letter is different from an appointment letter, however, both documents are a part of the hiring process.
The purpose of a joining letter is for a new employee to convey or accept the job that they have been offered. An appointment letter is issued by the employer when they offer a job to a candidate.
So, an appointment letter by the employer is rolled out after the interview and hiring is closed with the candidate. Based on the appointment letter received by them, the candidate writes back formally accepting the offer and that is the letter of joining.
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FAQs
What is a joining letter, and is it necessary?
A joining letter is an official document that indicates the acknowledgement and acceptance of the job offer by the employee. It is necessary as it acts as proof of acceptance by the employee.
When should I send a joining letter?
You should send a joining letter to the employer once you have received a letter of appointment from them or an offer letter. Do not delay in sending the joining letter once you have received the appointment letter.
What information should I include in a joining letter?
Ensure to include the date on which you are writing the letter, the date of joining, and the job role or position that you have been offered. Also, include gratitude and appreciation in the letter for the organisation for giving you this opportunity.
Who writes the joining letter?
A newly hired employee writes a joining letter. However, it is not limited to newly hired employees only. Current employees resuming their work after an earned leave may also write a joining letter, and an intern can also write a letter of joining.
How does a joining letter differ from an offer letter?
A joining letter is written to accept the job offered by the employer. An offer letter is sent by the employer to the candidate expressing their interest in hiring the candidate for a particular position in their organisation. The candidate then writes back expressing their acceptance of the offer letter with a joining letter.
