How to Write a Joining Letter? - Samples, Formats and Tips

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When you are hired for a position, there is usually a formal procedure for documents that record the start of your employment with the organization. The joining letter is critical to the documentation. Also, as per the organizations’ onboarding guide, it is necessary. Because this letter is something you must present to the organization, it is essential to understand how to create an effective one and follow a proper letter format while drafting it.

In today’s competitive job market, an organized, well-written letter will help you stand out and make a lasting impression on the company. It allows you to show your enthusiasm for the role and gratitude for the opportunity. This article will examine Joining letter format, templates, and letter-writing advice.

What Is a Joining Letter?

A joining letter is also known as an appointment letter. It is a letter you write to your employer after getting an employment letter from them requesting you to start working for their company. The letter aims to communicate your intention and willingness to take a position. It also serves as an official record of when you started working for the company.

According to data, 77% of new hires meet the performance milestone. So, to ensure a smooth onboarding process, the new joiners should send the job acceptance letter, and HR managers should accept it on time.

These letters are typically addressed to upper-level management or the company’s owner. Companies may send job letters to many candidates following an interview. However, candidates are free to accept or decline a job offer. Employers receive these letters when candidates accept or reject their job offer.

When Is it Needed?

The joining letter can be utilized by the Company’s HR Manager or a Manager giving a job to a prospective employee. It formalizes and documents everything left unsaid at the point of employment, fills in the blanks, connects the dots on any questions or details the employee may still have, and gives him a sense of the daily work and responsibilities expected of him.

These letters are printed on the company’s letterhead and sent to employees on their first day of employment. The employer keeps one copy of the mutually signed appointment letter, while the employee keeps another signed document.

Joining Letter Template

Joining letter Template for New Employee

Joining Letter Sample

Joining letter Sample for New Employee

11th July 2024

To:

Mr. Raj Metha,

Senior Manager,

Hope Publishing House,

Mumbai

Subject: Joining Letter – Shreena Shah

Respected Sir,

I accept your Social Media Manager position offer and will join the organization on July 15th, 2024, at 9:00 AM.

I am grateful to all of you for this opportunity and look forward to the work ahead.

Yours Sincerely,

[Signature]

Shreena Shah,

shereena18@email.com

+91 98252 45287

Please find the attached documents:

1. Graduation Certificate
2. ID – Driver’s License
3. PAN Card
4. Adhaar card

Note: I have not attached my passport, as you requested. It is being renewed, and I will send the document by Monday, 22 July 2024.

How To Write A Joining Letter?

When it comes to how to write a letter, a well-written letter can enhance your professional image in the eyes of your employer. These letters must include specific information and adhere to a standard professional letter structure. But you must think about how to make a joining letter. So, here are steps to write a proper letter:

Specify the Date

Begin your letter by specifying the date. This is significant since the letter would officially record your employment commencement. Use a broader date format and avoid shortcuts.

Include Recipient Details

Mention the receiver’s name, often the firm owner or a top management person, and their designation and office address.

Add Subject

A subject line is vital if you’re emailing your letter. It increases the visibility of your communication and informs the reader about the letter’s content and purpose ahead of time.

Include a Reference

You may send your job acceptance letter in response to a company offer letter. Refer to this correspondence (if available) to enable the employer to place you and your letter appropriately.

Write the Body

In the letter, provide vital information about your appointment and plans to join the organization, including the day you want to begin employment.

Add a Conclusion

Finish your body text on a suitable note, reinforcing your interest in the offer you’ve received.

Attach the Relevant Documents

Companies will require you to produce many documents, including graduation certificates, skill credentials, Aadhar cards, and PAN cards. Attach copies of these papers and mention them in an organized list. The HR department can also check for other necessary HR documents if needed.

Mention any Required Documents That Are Not Attached

You may only sometimes have the necessary documentation to join a company on the day of your appointment. You must offer a list of these papers and a tentative submission deadline.

Important Tips on Writing a Joining Letter

Writing a job acceptance letter is a smooth chore. However, because this is an official document, there are a few crucial elements to remember so you don’t miss anything. Here are the tips to follow:

Follow a Proper Format

Before you begin writing an acceptance letter, select a decent format from which to draw inspiration. It is not a casual letter and must adhere to a formally accepted template. The formats and samples listed below should help you accomplish this.

Keep It Brief

These letters are formal protocols; thus, there is no need to provide excessive details and information. Keep your letter concise and simply include the necessary information.

Show Clear Acceptance

You must state your acceptance of the work role at the beginning of your letter. To ensure clear communication, provide a reference to the appointment letter or offer letter. Also, include the agreed-upon joining day and time in the same paragraph.

Follow a Formal Tone

Although addressing the recipient by their name (or simply as ‘Sir/Madam’) is acceptable, consider employing a formal salutation to preserve formality.

Express Appreciation

The conclusion of the letter should express thanks and enthusiasm for the chance provided by the employer. Write about your gratitude for the firm and how you hope to contribute your talents and knowledge to its success.

Proofread the Letter

Proofread your letter to remove spelling and grammatical problems. You can also have another person proofread your letter to ensure the tone is acceptable.

Conclusion

You should now be well-equipped to draft an effective letter using this letter. This letter is the initial correspondence you will send to your employer, making it crucial to ensure that it is accurate and complete. The information and guidelines outlined above are designed to assist you in creating a polished and professional letter.

Remember, this joining letter will be an official document in your personnel file, underscoring the importance of getting it right. By following this guide, you can confidently include all necessary details without the risk of overlooking essential elements. With this comprehensive resource, you can focus on crafting a letter reflecting your professionalism and readiness for your new role.

FAQs

What Is the Formula for a Joining Letter?

A letter must include the date it was sent, its subject, any reference letters, a suitable salutation, acceptance, your work function, joining date and time, gratitude to the firm, a formal closing, your full name, signature, and contact information.

What Happens if there is a Sudden Need to Adjust Start Date After Submitting the Letter of Joining?

The HR manager can help in this case. In some cases, the managers need to seek permission from seniors to alter the commencement date.

Is a Letter of Joining Required?

Yes, an acceptance letter is usually necessary when joining a new employer. It is vital in the hiring process since it specifies the job position, compensation, benefits, and other critical elements agreed upon by the employer and the new employee.

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