Once you receive a job offer, it feels really thrilling! But there is 1 important document you need to submit before stepping into your role, which is; The Joining Letter. A well-structured joining letter will help you to set a professional tone and let the company know what your intent is. In this blog, you will get to explore how to write a joining letter, some samples, useful formats and tips on what to include in a joining letter and how to make it better and stand-out.
What is a Joining Letter?
A joining letter is a document written by a selected candidate to confirm that they have accepted the job and to let the organization know about their intent.
Wherever you are applying, may it be a private job, government job or any other job, writing a well-structured joining letter is essential
Why is a Joining Letter Important?
- A joining letter acts a document that formally accepts the job offer
- The HR team files your letter for onboarding
- It clarifies your details
- It creates a positive impression and makes the employer prepared for your arrival
What to Include in a Joining Letter?
- Full Name and Contact Details
- Date of Writing the Letter
- Recipient’s Name and Designation
- Subject Line
- Opening Paragraph that expresses gratitude and acceptance of offer
- Body Paragraph that confirms joining date, documents enclosed, etc.
- Closing Paragraph expressing your readiness for the job
- Polite Sign-off including your name, signature and contact
Standard Joining Letter Format
Below is the format of joining letter that can work for most types of jobs:
To
[Employer’s Name]
[Designation]
[Company/Institution Name]
[Address]
Date: [DD/MM/YYYY]
Subject: Joining Letter for [Role/Position]
Dear [Sir/Madam],
I am writing to confirm my acceptance of the post of [Job Title] at [Company Name], as per the offer letter of [Offer Letter Date]. I am delighted to accept this opportunity and will report for service on [Joining Date].
Please find attached the necessary documents for reference.
- Relevant Certificate
- Identification Document
- Any additional essential documentation.
Thank you for your consideration. I'm looking forward to contributing to the team.
Sincerely,
[Your Full Name]
[Phone Number]
[Email Address]
Now Let’s take a look at some Joining Letter sample:
1. Joining Letter for Teacher (School)
To
The Principal
Starlight Public School
Mumbai, India
Date: 21/07/2025
Subject: Joining Letter for Primary School Teacher Position
Honored Sir or Madam,
Regarding your letter of appointment dated 15/07/205, I am writing to confirm that I will be joining the position of primary school teacher. As directed, I will be reporting for service on 21/07/2025.
I appreciate the chance. I'm excited to support the school's academic development.
Yours sincerely,
Tanvi Sharma
9876543210
tanvi@email.com
2. Office Joining Letter (Corporate Job)
To
HR Manager
CloudNova Pvt. Ltd.
Mumbai, India
Date: 18/10/2025
Subject: Joining Letter for Software Developer Position
Dear Sir or Madam,
I’m pleased to share that I will be joining CloudNova Pvt. Ltd. in the role of Software Developer, as per the offer letter dated 6/10/2025. I will report for duty on 18/10/ 2025.
Please find my HR documents attached.
Thank you.
Regards,
Madhav Desai
madhav.desai@email.com
Contact: 9876543210
3. Joining Letter for Government Jobs
To
The Department Head
Department of Public Works
Karnataka Government
Date: 22/07/2025
Subject: Joining Report for Assistant Engineer Position
Respected Sir/Madam,
I am pleased to submit my joining report for the position of Assistant Engineer, in reference to your appointment order dated 11/072025. I hereby report to duty on 22/07/2025.
Please initiate necessary formalities.
Sincerely,
Shrey Shah
Emp ID: 2345-Gov
Contact: 9812345678
Tips to write a proper Job Joining Letter
- Keep it professional, concise and maintain a formal tone
- Check for grammar or spelling errors
- Include exact job title and date if joining
- Attach relevant documents
- Reply promptly once you receive the offer letter
FAQ’s
1. Is writing a joining letter mandatory?
Ans: Most of the companies expect to receive joining letter so it's better to write a well-structured joining letter
2. When should I send my joining letter?
Ans: Ideally between 24-48 hours of receiving an appointment letter
3. What does an appointment letter and a joining letter mean? What’s the difference?
Ans: An appointment letter is sent by the employer to officially offer you the job, while a joining letter is your way of formally accepting that offer and confirming when you’ll start.
4. Can I email the joining letter?
Ans: Yes, unless you are asked for a hard copy
5. Should the joining letter be handwritten or typed?
Ans: For clarity and being professional, a typed Joining letter is preferred
FAQ’s
1. Is writing a joining letter mandatory?
Ans: Most of the companies expect to receive joining letter so it's better to write a well-structured joining letter
2. When should I send my joining letter?
Ans: Ideally between 24-48 hours of receiving an appointment letter
3. What does an appointment letter and a joining letter mean? What’s the difference?
Ans: An appointment letter is sent by the employer to officially offer you the job, while a joining letter is your way of formally accepting that offer and confirming when you’ll start.
4. Can I email the joining letter?
Ans: Yes, unless you are asked for a hard copy
5. Should the joining letter be handwritten or typed?
Ans: For clarity and being professional, a typed Joining letter is preferred
