Joining letter for employees

Joining letter for employees

Joining letter meaning

A joining letter is an official document that confirms a candidate's acceptance of an employment offer. 

It is a formal acknowledgment from the employee that they have understood the terms and conditions of the job and are willing to join the organization on a specified date. A joining letter is typically submitted after receiving an offer letter.

Who writes the joining letter?

Commonly the employers write and send a joining letter on the joinee’s behalf. The joinee signs the letter and sends it back to the employers. 

Sometimes, the candidates/joinees write the joining letter, sign and send it to the employer.

When the employers sends the joining letter, the contents are standardized thus avoiding multiple edits and inconsistencies.

Joining letter format and templates 

Here’s how you can write a joining letter.

The format of a joining letter may vary slightly between organizations, but generally, it includes the following:

Header: The company's name, address, and logo.

Date: The date when the letter is issued.

Recipient's details: Name and position of the person to whom the letter is addressed, usually the HR manager or hiring manager.

Subject: A brief line indicating the purpose of the letter.


First paragraph: Acknowledgment of the offer letter and confirmation of acceptance.

Second paragraph: Confirmation of the joining date.

Third paragraph: Any other details, like submission of documents or pre-joining formalities.

Closing: Thank you note and a closing statement like 'Sincerely' or 'Best Regards'.

Signature: Your name and signature.

Attachments: Mention any attached documents if applicable.

Joining letter template

[Your Name]

[Your Address]

[City, State Pin Code]

[Email Address]

[Today’s Date]

[Employer's Name]

[Company's Name]

[Company's Address]

[City, State Pin Code]

Subject: Joining Letter for the Position of [Your Designation]

Dear [Employer's Name],

I am writing to formally acknowledge the receipt of the offer letter for the position of [Your Designation] at [Company's Name]. I am pleased to accept the terms and conditions as outlined in the offer letter dated [Date of Offer Letter].

I am enthusiastic about the opportunities that await and am eager to make a positive contribution to the team and the organization at large.

As per the instructions provided, I will bring all the necessary documents, identification, and proof of qualifications on my first day for completion of the remaining formalities. If there are any other pre-joining processes or documentation needed from my side, kindly let me know at your earliest convenience.

Thank you for extending this opportunity to me. I am excited to be a part of [Company's Name] and look forward to contributing to its success.

Best regards,

[Your Signature]

[Your Typed Name]

Joining Letter After Medical Leave

In cases where an employee is rejoining work after a long medical leave, a special kind of joining letter may be necessary to confirm the employee's fitness and willingness to resume work. 

This letter should be accompanied by a fitness certificate from a registered medical practitioner, and it may also specify any accommodations or modifications required at the workplace.

The letter usually follows the same format as a regular joining letter but specifically mentions the period of medical leave, the reason for the leave, and the date of rejoining. This type of joining letter is crucial for ensuring the smooth transition of the employee back into the workplace.

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