Table of Contents
- What is the Format of a Joining Letter?
- Joining Letter Sample
- How to Write a Joining Letter?
- Free Joining Letter Template
- What are the Common Mistakes to Avoid When Writing a Joining Letter?
- When and How to Submit a Joining Letter?
A joining letter is a written confirmation that you are accepting a job and are ready to start on the given date. It is usually sent to the HR or reporting manager after you receive the offer letter. This letter is important because it helps the company plan your onboarding and process your paperwork. Did you know? Without a proper joining letter, your hiring isn’t officially complete.
In this blog, we will show you how to write a joining letter step by step. You will also get a professional joining letter format, a sample, and a free template you can use.
What is the Format of a Joining Letter?
A joining letter format is the standard layout or structure used to write a letter that confirms your acceptance of a job offer. It includes key details such as your name, the position offered, joining date, and a short confirmation message.
Here are the key elements of a joining letter –
- Your full name and contact details
- Date of writing the letter
- Recipient’s name, designation, and company address
- Subject line stating the purpose
- Formal salutation (e.g. Dear Sir/Madam)
- A brief paragraph confirming the offer acceptance, job title, and joining date
- A closing note of thanks
- Your signature and full name
Read more: Joining Letter for a Teacher
Joining letter format example
A joining letter format in word document
Joining Letter Sample
Here’s a joining letter sample to help you understand how to write your own. This simple example can be used for both email and printed formats.
Read more: What is a Job Offer Letter?
Formal joining letter example
Riya Malhotra
Flat 302, Sai Enclave Apartments
Sector 21, Noida – 201301
riya.malhotra@email.com
+91-9876543210
22 May 2025
To,
Ms. Aarti Sharma
HR Manager
BrightEdge Technologies Pvt. Ltd.
DLF Phase 3, Gurugram – 122002
Subject: Joining Letter for the Role of Marketing Executive
Dear Ms. Sharma,
I hope you are doing well.
This letter is to confirm that I will be joining BrightEdge Technologies as a Marketing Executive on 27th July 2025, as discussed. Thank you for the detailed offer and the warm communication throughout the process. This made the decision easier.
I am genuinely looking forward to working with the marketing team and contributing to the ongoing campaigns. Please let me know if any documents are required before my joining date.
Thank you once again for this opportunity.
Sincerely,
Riya Malhotra
Please find the following documents attached with this email –
- Graduation Certificate
- PAN Card
- Aadhaar Card
- Driver’s License (as ID proof)
Read more: What is a Job Application Letter?
How to Write a Joining Letter – Tips and Best Practices
Below are 10 clear and practical steps to help you write your joining letter:
Step 1 – Check and confirm your joining details
Before writing anything, go through your offer letter carefully. Note down –
- Your job title
- Your joining date and time
- The name of the person you need to report to
- The location or mode of joining (in-office or remote)
Make sure all these details are correct. Your joining letter must match the details given in your offer.
Read more: Writing A Job Acceptance Letter (Samples)
Step 2 – Start with your personal details
At the top of the letter (left-aligned), write –
- Your full name
- Address (with pin code)
- Email ID
- Contact number
This helps the company file and identify your letter properly.
Step 3 – Write the date
Leave one line below your details and mention the current date. This is the date on which you are writing the letter – not the joining date.
Step 4 – Add the recipient’s details
Next, write the name and designation of the person you are addressing. Usually, it is the HR manager or your department head. Include –
- Their full name
- Their designation
- Company name
- Office address
If you don’t know the exact name, you can simply write The HR Manager.
Read more: How to Write an Application for a Job Mail?
Step 5 – Write a clear subject line
Keep the subject short and clear. For example –
Subject: Joining Letter for the Position of Business Analyst
This helps the recipient quickly understand the purpose of the letter.
Step 6 – Greet the recipient formally
Start the letter with a polite greeting. If you know the name, use it –
- Dear Mr. Bansal
- Dear Ms. Sharma
If you are unsure, simply write Dear Sir/Madam.
Step 7 – Write the main body of the letter
This is the most important part. Keep it professional and to the point. Include –
- A line confirming that you are accepting the job
- The position you are joining
- The agreed joining date
Example
I am writing to confirm my acceptance of the offer for the position of Business Analyst at Insight Analytics. I will be joining on 17th June 2025 as discussed.
If you want, you can also add a line expressing gratitude.
Thank you for the opportunity. I look forward to contributing to the team.
Read more: How to Write an Appointment Letter
Step 8 – Mention any attached documents
If you are sending identity proofs, certificates, or other documents, mention them in the letter.
Example
Please find the following documents attached with this letter –
- Graduation Certificate
- PAN Card
- Aadhaar Card
Step 9 – Close the letter politely
End your letter with a formal closing such as –
- Sincerely
- Regards
Then write your full name. If it is a printed letter, leave space for your signature above your name.
Step 10 – Proofread and send
Before sending, read your letter once again. Check –
- Spelling and grammar
- Correct names and dates
- Proper tone (formal and polite)
Once you are confident, send the letter through the preferred mode – email or printed copy, depending on what the HR team has requested.
How to Write a Joining Letter for Freshers?
If you are a fresher, the joining letter format stays the same. Just keep the content simple and to the point. Mention your job title, joining date, and thank the company for the opportunity. You don’t need to mention past experience. Just focus on confirming your acceptance and expressing readiness to join. You can use the joining letter template given below to make the process easier.
Read more: Joining Letter Template for Freshers
Free Joining Letter Template
Here is a simple and ready-to-use joining letter format in word. Copy, customize, and use this template as needed.
Full Name
Address
City, State, PIN Code
Email Address
Phone Number
Date
To,
Recipient’s Name
Designation
Company Name
Company Address
Subject: Joining Letter for the Position of [Job Title]
Dear [Sir/Madam or Recipient’s Name],
I am writing to confirm my acceptance of the offer for the position of [Job Title] at [Company Name]. I am pleased to join the team on [Joining Date], as discussed.
Please let me know if any additional documents or formalities are required before the joining date.
Thank you for this opportunity. I look forward to working with the team.
Sincerely,
Your Full Name
What are the Common Mistakes to Avoid When Writing a Joining Letter?
Even a small error in your joining letter can leave a poor impression. Here are a few things to avoid –
- Forgetting to mention the joining date clearly
- Writing in an informal tone or casual language
- Spelling mistakes or incorrect names/designations
- Skipping the subject line or leaving it vague
- Not including your contact details
- Submitting the letter without proofreading
- Using copy-paste text without personalizing the content for the company
Read more: Example Job Application Letter for Freshers
When and How to Submit a Joining Letter?
You should submit your joining letter soon after receiving the offer – ideally within 1 to 3 days. It can be sent by email or as a signed printed copy, depending on what the company asks. Always confirm the correct recipient (usually HR) and attach any required documents along with your letter.
FAQs
Q. What is a joining letter?
A joining letter is a formal letter written by a candidate to confirm that they are accepting the job offer and will be joining the company on a specific date. It marks the official start of your employment and is often required for completing HR and onboarding formalities.
Q. Is a joining letter and an offer letter the same?
No, they are different. An offer letter is sent by the company, while a joining letter is sent by the candidate in response.
Q. Who should I address the joining letter to?
Usually, address it to the HR Manager or the person who sent you the offer letter. Use their name if known; otherwise, "The HR Manager" is fine.
Q. Can I email the joining letter?
Yes, most companies accept joining letters via email. Make sure it is professional, clearly written, and sent to the correct email address. Attach any required documents as PDFs.
Q. Do I need to submit a printed copy of the joining letter?
Some companies may ask for a signed hard copy on the day of joining. If unsure, confirm with the HR team in advance.
Q. Is there a specific format for freshers vs experienced candidates?
The basic format is the same. However, freshers can keep the letter simpler, while experienced candidates may refer to prior discussions or previous roles if relevant.
Q. Can I use the same joining letter format for all companies?
The structure can stay the same, but always customize the details – like company name, job title, and joining date – for each organization.
Q. What happens if I delay sending the joining letter?
A delay may create confusion or give the impression that you are unsure. It is best to send it within 1 to 3 days of receiving the offer.
Q. How to write a joining letter after earned leave?
In such cases, write a short letter informing the employer of your return. Example – “I am writing to inform you that I will be rejoining on [Date] after completing my approved earned leave. Please consider this as my formal joining letter.”
