Whether starting a new job for the first time, or just changing to a new job role, or joining a new company, it is always an exciting milestone. After you have accepted the offer letter, you come in and join the company, which is your first day, so after the offer letter has been signed by you, you will be given the next important document, which is the Joining Letter. This Simple yet formal document is a proof of your official acceptance of employment and confirms that the candidate has a positive intention to join the company and continue with the job roles and responsibilities bestowed upon them from the agreed date.
However, what is an exact joining letter? Why is it so important for an employee’s professional career? How does it differ from the offer letter or appointment letter? In this blog, we will break it down for you and explain everything you need to know about writing, sending and understanding a joining letter. Through this blog, we will make sure you can start your new role with clarity and confidence.
What Is a Joining Letter?
A joining letter is a term that is used when the candidate takes the first step towards their professional career. The candidates send a letter to their employers upon receiving the employment letter from their side, inviting them to start working for their company. The main purpose of writing a Joining letter to the employer is to express one’s interest, desire and willingness to accept the job.
In addition to this step, it was also a formal record of the start of the new candidate’s first day in the company. Joining Letters are generally addressed to the top management officials or the owner of the company. After the interview process is done, the companies send employment letters to the candidates whom they have selected on the basis of their performance in the interview session.
Hence, the candidates have the freedom to accept or decline a job offer. These Joining Letters notify the employers that the candidate they have selected and sent the joining letter, has accepted or rejected their offer for employment.
Below is a more detailed explanation of the Joining Letter:
Purpose of the Joining Letter:
- Confirmation of acceptance: It confirms the candidate’s acceptance of the job offer and all its terms and conditions as mentioned in the offer letter.
- Formal Record of Employment: This Joining letter is an official record that is maintained by the employer. This document also serves as the candidate’s commitment to join the company.
- Onboarding Preparation: After the Joining Letter is received by the employer and the employee joins on the first day, the company and the employer start with the onboarding process, including paperwork and induction processes.
- Legal Compliance: Many companies worldwide, companies make sure that their onboarding process and employment rules comply with the legal rules and regulations.
- Start Date Confirmation: This is the record of the candidate’s intended start date with the company.
Just a short glimpse into what the components are that need to be included in a Joining Letter:
- Date: The date has to be mentioned, as it indicates when the letter was written.
- Recipient Details: This includes the name and the title of the HR executive or the manager.
- Subject Line: The Subject line is always important in the letter because it states the main purpose of the letter. However, it should be short and precise.
- Salutation: This is also a very important element in the letter. It is a formal greeting like “Dear Mr./ Ms. [Last Name]”.
- Body: The body includes the main content, which states whether the candidate has accepted the offer letter or not. The things that need to be included in the body are the reference to the job offer letter, confirmation of acceptance, start date and also a brief expression of excitement and willingness to contribute.
- Closing: This has to be a formal closing like “Sincerely” or “Best Regards”.
- Signature and Contact Information: At the end of the Joining Letter, end it with your name, signature and contact details.
Why Is a Joining Letter Important in HR Documentation?
A joining letter is an important document for the documentation of the HR department, as it formally confirms the employee’s acceptance of the job offer made to them by the interview panel and the top management executives. It also has the mention of the start of their employment, which serves as a record for HR; HR also takes it as a record for conducting background checks and future applications. The Joining Letter also signifies the commitment of both the employee and the employer, which ensures clarity and also prevents potential disputes.
Below are the reasons mentioned behind why joining a Letter is important in HR documents:
- Formal Confirmation of Employment: It is an official document that acknowledges the employee’s agreement to the terms and conditions of the job. It also shows their acceptance towards the commitment and responsibilities, and also their finalised date when they start working at the company.
- Proof of Acceptance: The Joining Letters are also a hard copy evidence of the employee’s agreement to the job role and offer.
- Official HR Record: As soon as the candidate sends in the joining letter, it becomes the HR’s duty to maintain accurate records of all the employees, which helps in aiding the compliance with the organisation’s needs and targets.
- Background Verification: This joining letter is also used for running a background check on the candidate and to verify the process.
- Future Job Application: Along with the HR having a copy of the joining letter, the candidate also has a copy with themselves, which serves as proof for previous employment records when applying for other jobs.
- Professionalism: When the candidate sends in the Joining Letter to HR or the company, it tells a lot about their culture and beliefs, as it shows their professionalism and enthusiasm to the employer.
- Reduces Drop-off Rates: As the joining letter is sent in by the candidate, it reduces the chances of the employees dropping off in a short period or at the last moment of joining.
- Structured Onboarding: It helps the HR department to initiate the onboarding process in time and with clarity. It also ensures a smoother transition for the new hire.
Difference Between Offer Letter and Joining Letter
| Aspect | Offer Letter | Joining Letter |
| Purpose | An offer letter is given to the selected candidate by the employer to hire the candidate. | The Joining Letter is an acknowledgement received from the candidate, which shows acceptance and commitment to the role. |
| Contents | The details that are included in the offer letter are the job position offered to the candidate, the salary which is decided, the start date of the candidate and the basic terms and conditions. | There is not much content in the Joining Letter, because it is a simple acceptance letter from the candidate and also provides details for the first day. |
| Legal Significance | Offer Letters are not legally binding on the company, but they also carry legal implications. | The Joining Letter does not carry a lot of legal significance in comparison to the Appointment Letter. |
| Timing | The employer only issues the Offer letter once when they decide to extend an offer. | The Joining letter is issued after the candidate formally accepts the offer and replies to the offer letter. |
| Transition | This also marks the initial commitment and understanding between the employer and the candidate. | The transition period is the candidate’s acceptance and commitment. |
| Role in Employment Journey | The offer letter is the starting point which sets the path for the candidate’s acceptance. | This is a bridge between the offer letter and the formalisation of employment. |
| Legal Review | The offer letter is important for clarity and accuracy, but it is not legally binding. | The Joining Letter should comply with the terms outlined in the offer letter. |
Standard Joining Letter Format: What to Include
The Standard Joining Letter Format, which has to be followed while writing a Joining Letter, is as follows:
- Date: The date has to be mentioned, as it indicates when the letter was written.
- Recipient Details: This includes the name and the title of the HR executive or the manager.
- Subject Line: The Subject line is always important in the letter because it states the main purpose of the letter. However, it should be short and precise.
- Salutation: This is also a very important element in the letter. It is a formal greeting like “Dear Mr./ Ms. [Last Name]”.
- Body: The body includes the main content, which states whether the candidate has accepted the offer letter or not. The things that need to be included in the body are the reference to the job offer letter, confirmation of acceptance, start date and also a brief expression of excitement and willingness to contribute.
- Closing: This has to be a formal closing like “Sincerely” or “Best Regards”.
- Signature and Contact Information: At the end of the Joining Letter, end it with your name, signature and contact details.
It is the most basic format that is taught to us in school, and is also the format for the formal letter.
How to Write a Joining Letter (Step-by-Step Guide)
Now comes the time when you will get to know how to write a joining letter. When you write a Joining Letter in a well-crafted way, it helps in building a positive professional image in the eyes of your employer. Joining Letters are required to have some inclusive piece of information that is required to follow a commonly used professional letter format.
Below is the step-by-step guide for writing a Joining Letter professionally:
- Mention the date: It is the first basic step of mentioning the date on which you are writing the letter. The mention of the date is important because the letter that you will be writing will be stored as an official record of the start of your employment. However, when writing this letter, make sure that you write the date in the expanded date format and avoid the abbreviations.
E.g. 15th July, 2024.
- Include the name, designation and address of the receiver: It is very important to mention the name, designation and address of the receiver as it becomes easy for the company to locate and understand to whom the letter is addressed.
For instance:
Mr. Rohan Malhotra
Chief Human Resource Officer,
Zensar IT Park, Pune.
- Add a Subject Line: Adding a subject line is very important because if you are sending in the joining letter by email, it will help the receiver to easily spot your email and also know about the context of the email and the purpose of sending the email.
Example:
Subject: Joining Letter for the position of Chief Human Resource Officer- Siddhart Malhotra.
- Add a Reference to the previous communication: It is always advisable to add a little reference to the previous communication to had with the employer. So, if you are responding to an offer letter by sending in a joining letter, then you should refer to the offer letter communication so that the receiver can place and record the letter accurately.
Example:
Reference: Offer Letter # 2024-11-5-043, Campus Placement Drive, Imperial College of Engineering.
- Follow this with a formal salutation: Although it is all right to refer to the receiver by their name (or simply as ‘Sir/ Madam’). This shows your respect and consideration by using a formal salutation to maintain formality.
Example: “Respected Sir/Madam”
- Write the main body text: In the main body of the Joining Letter, the candidate has to provide the important details of the date they intend to start and all the other relevant details about their joining the company.
For Instance, I am honoured to have received an offer letter to join Zensar IT Park as a senior Software Developer. This letter is written to you with the intention of letting you know that I will be joining the company starting from 1st August, 2024, at the normal office hours.
- Provide a Conclusion: The Conclusion is very important in the letter; therefore, the body of the text should end on a suitable note and also reaffirm the candidate’s interest in the opportunity you have received.
E.g., I thank you for this opportunity and look forward to working in your company.
- Attach all the required documents and mention them in order. As you end your joining letter, attach it with all the required documents that are asked to be submitted by the HR or the top management.
E.g. 10th and 12th certificates, Graduation certificate, previous employment proof, Adhar card, pan card, bank details, etc.
- Mention any required documents that are not attached: It might be possible that you may not always have all the documents present with you to present them. Therefore, you must mention at the end of the letter that you have not attached some of the documents.
Below is an example of how the Joining Letter should be written.
Date: 08 July 2025
To,
The HR Manager
BrightWave Media Pvt. Ltd.
Sector 21, Gurugram – 122001
Subject: Joining Letter- Priya Sharma
Dear Ma’am,
About the offer letter dated 28 June 2025, I am delighted to formally accept the position of Marketing Associate at BrightWave Media Pvt. Ltd.
I confirm that I will be joining the organisation on 15 July 2025 as per the terms discussed. Thank you very much for this opportunity. I look forward to starting my journey with the team and contributing to the company’s growth.
Thanking you,
Yours sincerely,
(Signature)
Priya Sharma
Contact: +91-98765 43210
Email: priya.sharma@email.com
Joining Letter Email Format: How to Send It Professionally
To send the joining letter email professionally, you have to follow the steps below:
- Date: The date has to be mentioned, as it indicates when the letter was written.
- Recipient Details: This includes the name and the title of the HR executive or the manager.
- Subject Line: The Subject line is always important in the letter because it states the main purpose of the letter. However, it should be short and precise.
- Salutation: This is also a very important element in the letter. It is a formal greeting like “Dear Mr./ Ms. [Last Name]”.
- Body: The body includes the main content, which states whether the candidate has accepted the offer letter or not. The things that need to be included in the body are the reference to the job offer letter, confirmation of acceptance, start date and also a brief expression of excitement and willingness to contribute.
- Closing: This has to be a formal closing like “Sincerely” or “Best Regards”.
- Signature and Contact Information: At the end of the Joining Letter, end it with your name and designation (optional).
- Attachments: At the end of the email, mention the names of the documents you have attached and the names of the documents which you have not attached.
Below is an example of how you will write a Joining Letter in an email format.
Subject: Joining Confirmation – Priya Sharma
Dear Ms. Khanna,
I am writing to formally confirm my acceptance of the position of Marketing Associate at BrightWave Media Pvt. Ltd., as per the offer letter dated 28 June 2025.
I am pleased to let you know that I will be joining on 15 July 2025 as agreed. Thank you very much for this opportunity. I am excited to be part of the team and look forward to contributing to upcoming projects.
Please let me know if there are any documents or formalities I should complete before joining.
Best regards,
Priya Sharma
+91-98765 43210
priya.sharma@email.com
Difference Between Offer Letter, Joining Letter and Appointment Letter.
The offer letter, Joining Letter and Appointment Letter are very different from each other and are handed over to the candidate in different situations and at different times.
| Aspect | Offer Letter | Joining Letter | Appointment Letter |
| Purpose | The offer letter is given to the candidate when the employer expresses the intention to hire the candidate. | The Joining Letter is given to the employer by the candidate after they have accepted and acknowledged the offer letter provided to them by the employer. | The Appointment Letter is given to the employee during their first week of joining by the HR department. This also formalises the employment relationship and outlines the comprehensive terms and conditions. |
| Contents | The offer letter includes the information about the job position being offered to the candidate, the benefits that they will get, the start date and all the other basic conditions. | The Joining Letter is just a formal confirmation and acceptance of the candidate, and also includes the details for their first day. | The Appointment Letter contains the information about the detailed employment terms, legal clauses, confidentiality, dispute resolution ways and more. |
| Legal Significance | It is not a legally binding document on the company or the candidate, but it does carry legal implications. | A Joining Letter is of less legal importance in comparison to the Appointment Letter and the offer letter. | An Appointment Letter is a legally binding document which provides a robust legal framework for employment. |
| Timing | The offer letter is issued only once to the candidate who has been selected by the interview panel. | The Joining Letter is issued by the candidate after they have accepted the offer letter issued to them by the company. | The Appointment Letter is issued to the employee during their first week of joining by the HR department. |
| Transition | The offer letter is the beginning of the initial commitment and understanding between the employer and the candidate. | The Joining Letter is given to the employer when the candidate accepts and commits to the roles and responsibilities of the job offered. | Formalises the employment relationship by providing a comprehensive legal framework. |
| Role in Employment Journey | The offer letter is the starting point or the setting stage for the candidate’s experience in the company. | The Joining Letter is the middle connection bridge between the offer letter and the formalisation of employment. | The appointment letter is the final step of the documentation process, which provides the legal framework for the relationship. |
| Legal Review | The offer letter is important for having clarity and accuracy, but typically not legally binding. | It should be consistent with the terms that have been outlined in the offer letter. | The Appointment Letter is an important document for legal compliance with the various laws and should be reviewed by legal experts to ensure protection for both parties. |
Final Thoughts
A joining letter is an official confirmation and acceptance given by the candidate who has been selected by the company’s top management or the interview panel. This document signifies that the candidate has accepted the offer presented by the company, which includes the role and responsibilities associated with the title offered to them. The Salary offered was discussed by both parties, etc.
A joining letter is very different from that of an offer letter and an appointment letter. The offer letter is provided to the candidate who has been selected by the top panel of the company. The joining letter is sent by the candidate after they have accepted the joining letter, and then the appointment letter is given to the candidate after they have joined the company.
While sending the joining letter through mail or in a letter format, there has to be a proper format to be followed. The format of writing a handwritten joining letter and a typed joining letter via email is mostly the same; some minor changes need to be kept in mind. Therefore, while writing a joining letter, always keep some specific things in mind.
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