What is a Joining Letter?

A joining letter is a formal document, submitted by a candidate to the company, confirming his acceptance of an offered job and his willingness to join the company. Such a document usually addresses the hiring manager or HR department, containing all the essentials, such as the start date, role, and willingness to join. To the contrary, while the joining letter is a response from the side of the employee that proves his or her acceptance and commitment to join, an offer letter, on the other hand, is sent by the employer.

Why a Joining Letter Matters?

The joining letter is important both for the employer and the employee. While it acts as official confirmation and evidence of the candidate’s decision to join an organization, for the employer, it makes it possible to finalize the arrangements for onboarding the candidate. To the employee, it is a formal step that confirms the employment status and has documentation in case of any future queries regarding when to start the job or its conditions. It is therefore an integral piece of communication that sets up the right tone and cements the professional relationship from the onset.

How to Write a Joining Letter

These are the steps to formulate an effective, professional, and clear joining letter:

Mention the Date

The first step is to mention the date on which you are submitting the joining letter. This timestamp is considered important by the employer because it enables them to keep track of when you responded and schedule the onboarding process accordingly.

Include the Name, Designation, and Address of the Receiver

Now direct it to the right person. Mention their name, designation such as Hiring Manager or HR Manager, and the full address of the company. Be careful to double-check all these details since mailing it to the wrong person can send the process off track.

Add a Subject Line

Make sure the subject line clearly states the purpose of your letter. A something as simple as “Joining Letter for [Your Position]” would be great, allowing HR to easily file and process your letter.

Include a Reference to the Previous Correspondence

To set the context, refer to the job offer or confirmation letter you received. This reference connects your joining letter to the company’s offer and clarifies the position and terms you are accepting. In most cases, a simple line such as “With reference to your offer letter dated [Offer Letter Date] for the position of [Job Title].” is enough .

Follow This with a Formal Salutation

Your formal, respectful greeting: use “Dear [Hiring Manager’s Name]” or “Respected [Designation],” as an example. This will provide a professional tone and shows respect for the recipient of the letter.

Write the Main Body Text

The meat of the joining letter should say that you are taking up the position. In this part, mention the title of the position and effective date of work, and let the organization know just how excited you are to become a part of their team. Make a gesture of thanking the organization for giving you an opportunity and express how you’re prepared to take on the responsibilities of the role.

Sample: “I am pleased to accept the offer of [Job Title] in [Company Name]. Thank you for this opportunity and I look forward to being part of your team from [Joining Date]” Conclusion Carry over the enthusiasm for joining the team into a polite closing remark, such as “Thank you for this opportunity” or “Looking forward to contributing to the organization.”

Attach All Such Necessary Documents and Refer to Them Serially

The employer may require proof of education, identification, and past work experience, among other documents, to complete the hiring procedure. Attach all such documents with the letter and refer to them in the letter so that it becomes convenient for the HR to verify the enclosed papers.

High-light any document that is supposed to be attached

If you cannot send a specific document immediately, state that in the letter and tell them by when you intend to send it. This way, the employer will still be updated, and the risk of waiting for too long or delays in the hiring process will be mitigated.

Sample Joining Email When You Are Joining

Here is a sample join email template for when you are joining:

Subject: Joining Letter for [Job Title]

Dear [Hiring Manager’s Name],

I am writing to confirm my acceptance of the position of [Job Title] with [Company Name], as mentioned in the attached offer letter dated [Offer Letter Date]. I look forward to becoming a part of the company and being able to do my part for the success of the organization.

My joining date will be as mentioned – [Joining Date]. I have attached all of the documents requested, along with [mention attached documents].

Thank you for the chance, and I look forward to working with you. 

Warm regards,

[Your Full Name]
[Your Contact Information]

Serving as an Example of the Joining Letter When You Are Joining

Here’s an example of the formal joining letter:

Date: [Submission Date]

To,

[Hiring Manager’s Name]
[Designation]
[Company Name]
[Company Address]
[City, Zip Code]

Subject: Joining Letter for the Position of [Job Title]

Reference: Offer Letter dated [Offer Letter Date]

Dear [Hiring Manager’s Name],

I am very pleased to accept the offer for the position of [Job Title] at [Company Name], as specified in the offer letter that was forwarded to me on [Offer Letter Date]. I look forward to working and being a valued member of your prestigious organization.

As discussed, I would request to join on [Joining Date]. The required documents to prove eligibility are attached herewith, including copies of educational certificates, identification proof, and prior work experience letters.

I would request you to kindly let me know at the earliest should any additional document be required from my side.

Thank you for this opportunity. I look forward to being a productive member of [Company Name] and contributing to the organization’s goals.

Warm regards,

[Your Name]
[Your Contact Number]
[Your Email Address]

Conclusion

A joining letter is a crucial piece of communication that marks your official acceptance of a job offer and your readiness to take on a new role. This provides a formal record of the date you start work for the company and under what conditions you are being employed. A letter of joining drafted along the lines of above will be well-rounded, considerate, and clear in all aspects. It is truly professional and reflects an interest in the new role regardless of whether it is e-mailed or submitted on paper.

Read More – How to Write a Perfect Farewell Message – Tips and Tricks