Being selected for your job is only sometimes just getting the offer letter, as you must submit many additional documents to the employer. One of the documents is known as the joining letter. A well-crafted job acceptance letter may help you make the greatest impression on the company’s hiring manager.
Learning to write and format a joining letter will allow you to create a professional, organised letter to a new employer. In this blog, we will look at the meaning, importance and tips for writing a joining letter, provide a template, and offer samples for reference.
What is a Joining Letter?
A joining letter implies a letter you send to the employer upon receiving the letter of employment from their side that invites you to start working for their company. The sole purpose of writing a joining letter is to express the willingness and wish to accept a job. It can also serve as a formal record of the beginning of your employment with the organisation.
Importance of a Joining Letter
A joining letter, an acceptance or appointment letter, serves several important purposes in the employment process. Here are the key uses of a joining letter:
Formal Acceptance of Job Offer:
The joining letter is an official document confirming your job offer acceptance. It solidifies your intent to join the company and take on the new role’s responsibilities.
Documentation for HR Records:
It provides the necessary personal and professional documents that the Human Resources (HR) department needs to complete your employee profile. This might include identification, educational certificates, and previous employment records.
Establishing Professionalism:
A well-written joining letter demonstrates your professionalism, attention to detail, and readiness to join the team. It sets a positive tone for your future interactions within the company.
Confirmation of Employment Details:
The letter clarifies important details such as your start date, reporting time, and location. This ensures that you and the employer are on the same page regarding when and where you will begin your new role.
Also Read: Format for a Job Application Letter
Communication with the Employer:
It serves as a formal communication channel between you and the employer. Through the joining letter, you can express your gratitude for the opportunity and your enthusiasm for the new position.
Providing Required Documents:
The letter often includes a list of documents you submit or must submit for verification. This helps streamline the onboarding process and ensures all necessary paperwork is completed before your start date.
Legal and Administrative Purposes:
The joining letter can be a legal document to confirm your employment terms. It may be referenced in future communications or for administrative purposes within the company.
Building a Positive First Impression:
Submitting a well-crafted joining letter helps you make a great first impression on your new employer. It shows your commitment to the role and readiness to join the team.
Read Also: One Day Leave Application for Office | Format and Samples
Key Elements to Include in Your Joining Letter
When an organisation selects a candidate for their desired role, the company sends the employment letter. It is when the candidate needs to submit a response using a joining letter. But what are the things they need to include? Here are some of the key elements that need to be present in the joining letter:
1. Date and Contact Information
You may get started by providing the date and other contact information. You need to be precise and add this information at the top right corner to prevent communication-related issues.
2. Salutation and Introduction
Also, you need to address the recipient of the Letter respectfully. To do that, you may use salutations such as ‘Dear.’ Start by briefly introducing yourself and expressing your gratitude.
3. Expressing Gratitude and Acceptance
You must showcase your gratitude to the employer for providing the opportunity. And if you are accepting the offer, make sure you use a professional tone to acknowledge it.
4. Structuring Your Joining Letter
Last but certainly not least, structuring is a must for a joining letter.
- In paragraph 1, show your enthusiasm and excitement about joining the employer and emphasise why this chance of employment perfectly aligns with your goal and career aspirations.
- In paragraph 2, confirm any personal details that have been discussed. Seek clarity if required, and state your availability for the specified Date.
- In paragraph 3, acknowledge any required forms and documents and ensure prompt submission. You need to express your readiness to fulfil the requirements.
Related: How to Write an Effective Formal Email
Tips to Write a Joining Letter
Drafting a joining letter for the first time might be a daunting task. However, things can be much simpler if you know how to do it. Here is a list of the tips that you may follow while you are writing a joining letter for the hiring manager:
1. Use a Professional Tone
The first and most important tip is maintaining a professional tone throughout the joining Letter. You may follow the tone of the Letter of employment and draft your joining Letter accordingly.
2. Follow a Standard Format
There are quite a few templates for writing a joining letter. Browse through these templates to find out which suits you the best, and use it to drop the joining letter for your hiring manager.
3. Personalize Your Greeting
Salutations are a must when you are writing a joining letter. In addition to maintaining a professional tone, you must add proper salutations at the beginning of a journey letter.
4. Express Enthusiasm
You are required to keep your joining letter short and crisp. Showcase your enthusiasm for joining the company in the joining Letter.
5. Confirm Job Details
Check out the Terms & Conditions of the job and understand the rules and responsibilities well. With that being done, confirm the job details in your joining Letter.
6. Acknowledge the Terms and Conditions
Following that, you acknowledge the terms and conditions the company lays out in your joining letter.
Read Also: Top 4 Things to Check in a Job Offer Letter
7. Attach Important Documents
Check out the requirements of the documents and attach them precisely to the size requirements mentioned along with your joining Letter.
8. Use a Courteous Closing
Closing the joining Letter is just as important as opening it. Therefore, you need to make sure that you maintain a professional tone and end the presentation with a courteous closing.
9. Review Before Sending
There is no alternative to proofreading. Therefore, make sure you proofread the joining later, at least twice, or you may ask someone else to proofread it.
10. Respond Promptly
Last but certainly not least, after you receive the letter of employment, make sure you respond with your joining Letter as soon as possible.
Also Read: How To Write an Interview Confirmation Email
Joining Letter Format
The joining letter usually includes your name, the date, the position you are joining for, and the joining date. You might also mention your excitement about starting the job and thanking the employer for the opportunity. The letter should be polite and professional. Here’s a simple format:
[Your Name]
[Email Address]
[Phone Number]
[Date]
To
[Recipient’s Name]
[Recipient’s Designation]
[Company Name]
Subject: Acceptance of Employment – [Your Full Name]
Dear [Recipient’s Name],
I am pleased to inform you that I am accepting the employment offer for the [Your Designation] position at [Company Name]. I look forward to joining the team and contributing to the organisation’s success.
I am excited about the prospect of working with [Recipient’s Designation] and the rest of the team at [Company Name]. My first work day will be [Starting Date] at [Starting Time]. I am eager to make a positive impact and contribute to the growth and success of [Company Name].
Please find attached the required documents for your reference:
1. [Relevant Certificate]
2. [ID Document]
3. [Additional Document, if applicable]
I appreciate the opportunity and trust placed in me, and I am confident that my skills and experience align well with [Company Name] ‘s goals. I am looking forward to a productive and fulfilling tenure.
Thank you once again for this wonderful opportunity. I am enthusiastic about joining [Company Name] and contributing to its continued success.
Yours Sincerely,
[Your Full Name]
Joining Letter Sample
Here are some of the joining letter samples for better clarity:
1. Joining Letter for a New Employee
| John Smith john.smith@example.com (123) 456-7890 June 8, 2024 To Ms. Jane Doe HR Manager ABC Corporation Subject: Acceptance of Employment – John Smith Dear Ms. Jane Doe, I am pleased to inform you that I am accepting the employment offer for the Marketing Executive position at ABC Corporation. I look forward to joining the team and contributing to the organisation’s success.I am excited about the prospect of working with the HR department and the rest of the team at ABC Corporation. My first work day will be June 15, 2024, at 9:00 AM. I am eager to positively impact and contribute to ABC Corporation’s growth and success. Please find attached the required documents for your reference: Marketing Management Certificate Government-issued ID Previous Employment Records I appreciate the opportunity and trust placed in me, and I am confident that my skills and experience align well with ABC Corporation’s goals. I am looking forward to a productive and fulfilling tenure. Thank you once again for this wonderful opportunity. I am enthusiastic about joining ABC Corporation and contributing to its continued success. Yours Sincerely, John Smith |
2. Joining Letter for Bank Employee
| To General Manager, HR DepartmentABC Limited (Location) Subject- Joining Letter for the post of Finance Manager Respected Sir/Ma’am, This is to inform you that I will be accepting the employment letter for the post of Finance Manager in your prestigious organisation. I have agreed to all the terms and conditions mentioned in the employment letter and will join on the first working day of the upcoming month. I am happy to have this opportunity to work with you and assure you that I will fulfil my responsibilities efficiently and effectively. Yours Sincerely, (Your Name) (Signature) Please find the following enclosures: (Document) (Document) (Document) |
3. Joining Letter for School Teacher Job
| To The principal (Name of the School) (Location) Subject- An answer to joining duty Respected Sir/Ma’am This Letter is in response to your job offer. I accept your appointment letter for the post of (Name of the post) in your school. I have agreed to all the terms and conditions mentioned in the employment letter and will join your prestigious institution. Thank you for giving me this opportunity to work with you. I will fulfil my responsibilities efficiently, and my prior experience will help me contribute as a teacher at your institution. Thanking You Yours Sincerely, (Name) (Signature) Enclosures:(Documents) |
4. Joining Letter After Leave
| To HR Manager, HR Department (Name of the company) (Pune) Subject- Joining letter application after availing leave Respected Sir/Madam, This is to bring to your kind notice that I will be joining the company after my leave period, which will start from (Date) to (Date). Thanking You Yours Faithfully, (Name) (Signature) Employee ID- (ID) |
5. Joining Letter After Transfer in Govt. Employee
| To, The Manager Public Works Department (Location) Subject- Joining Letter Respected Sir/Madam, Regarding my transfer from the (department) dated ______, I will be joining duty from (Date) at (Time). I am excited about this opportunity and look forward to working with you. Kindly accept my joining report. Thanking You Yours Sincerely, (Name) (Position) (Signature) Please find the attached documents herewith: (Documents) |
Joining Letter Vs Appointment Letter
Joining and appointment letters are two documents you may encounter during the exciting rush of starting new employment. Although they sound similar, they serve different purposes in securing your job.
Appointment Letter
- The company’s appointment letter functions as a formal job offer. It carefully outlines the essential terms and conditions of the position that you are being offered.
- This letter usually contains information about your department and job title, your start date, your working hours and probationary period, your start package with salary and perks, who you will be reporting to, and occasionally even a summary of the company’s policies.
- The appointment letter is a legally binding contract between you and your employer and carries a lot of weight because it sets forth the terms of your employment.
Joining Letter
- In contrast, the joining letter is written by the candidate—you. It is a formal declaration of your acceptance of the employment offer made in the appointment letter.
- Usually shorter and easier to read, this letter confirms the job and the start date stated in the appointment letter. Use this chance to find out whether there are any pre-joining requirements you need to fulfil before your first day on the job.
- The joining letter is an important written confirmation of your acceptance that demonstrates your dedication to the new post, even if it doesn’t have the same legal weight as the appointment letter.
Conclusion
Drafting a joining letter is not everyone’s cup of tea. However, when you know the processes, it is a walk in the park. Since you are reading this far, you are already aware of the tips and tricks, and the samples we mentioned will also help you draft the perfect joining letter.
FAQs on Joining Letter Format
Q1. What is a joining letter, and is it necessary?
Ans. A joining letter (an acceptance letter) formally confirms your acceptance of a job offer. It’s not legally mandatory but highly recommended for professional courtesy and record-keeping.
Q2. When should I send a joining letter?
Ans. Send your joining letter promptly after accepting the offer, ideally within 24-48 hours. This shows your enthusiasm and avoids any confusion.
Q3. What format should I use for a joining letter?
Ans. A professional email format is widely accepted. If the company requests a physical copy, you can also send one.
Q4. What information should I include in a joining letter?
Ans. Include your contact information, date, recipient info, subject line, acceptance statement, position & start date, and a polite closing with your signature.
Q5. Do I need to write a joining letter for coming to the office from leave?
Ans. While it depends on the company’s regulations, you might need to write a joining letter to come to the office after a leave.
Q6. What tone should I maintain in my joining Letter?
Ans. Ideally, you should maintain a professional tone when you write your Letter.
Q7. What is the common mistake people make when writing a joining letter?
Ans. Proofreading is a must, and people tend to make this mistake. There is no room for grammatical errors.
Q8.What happens if I don’t send a joining letter?
Ans. The company might reach out to confirm your acceptance. Not sending a letter could create a negative impression and potentially jeopardise the offer.
Q9. Should I keep a copy of my joining letter?
Ans. Absolutely! It serves as a record of your employment details and start date for future reference.
Q10. What if I must change my start date after sending the joining letter?
Ans. Contact the HR department immediately and explain the situation politely. Seek their approval for the revised start date.
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