Joining Letter Format: Samples for New Employees
Updated
The joining letter format for employees and companies, with seven samples, a fill-in letter and the documents to carry on your first day.
A joining letter format covers two documents. The first is the joining report an employee submits on the first day to confirm that they have taken up the job from a given date. The second is the joining letter a company issues to confirm the employee’s joining, designation and reporting details. Both are short, formal and dated, and both should state the joining date, designation, department and reference to the offer or appointment letter.
Below you will find both versions, a fill-in joining report, seven samples and a checklist of documents new joiners usually carry.
Key Takeaways
- An employee’s joining letter goes to HR or the reporting manager on the first working day.
- Mention the offer or appointment letter number and date.
- State the designation, department, location and exact joining date.
- Close with “Yours sincerely” and your name and signature.
- Companies issue their own joining confirmation on the letterhead with an employee ID.
Two Types of Joining Letters
| Joining report (by employee) | Joining letter (by company) | |
|---|---|---|
| Written by | New employee | HR department |
| Addressed to | HR manager or reporting officer | The new employee |
| Purpose | Confirms the employee has reported for duty | Confirms joining and records employee ID and terms |
| When | First working day | First day or first week |
| Key content | Offer letter reference, joining date, designation | Employee ID, designation, reporting manager, probation |
| Format | Plain paper or email | Company letterhead |
The joining letter format differs slightly between the two. In government offices, the employee’s version is often called a “joining report”. Private companies use “joining letter” for both. Therefore, read your offer letter to see which document HR expects from you.
Joining Letter Format for Employees
| Part | What to write |
|---|---|
| Date | Date of joining |
| To, | The HR Manager / reporting officer, company name, address |
| Subject | Joining letter for the post of (designation) |
| Salutation | Dear Sir/Madam, or Dear Mr./Ms. (Name), |
| Paragraph 1 | Reference to the offer or appointment letter (number and date) |
| Paragraph 2 | Statement that you are joining from today as (designation) in (department) |
| Paragraph 3 | List of documents submitted and a line of thanks |
| Closing | Yours sincerely, signature, name, phone |
Write Your Joining Letter
This fill-in version follows the standard joining letter format for employees. Fill in your details on the right. The letter updates as you type, and you can copy, print or save it as a PDF.
Date:
To,
[The HR Manager],
[Company name],
[City]
Subject: Joining letter for the post of [designation]
Dear Sir/Madam,
With reference to your appointment letter [No. and date], I am pleased to report for duty as [designation] in the [department] department from today, [joining date].
I have submitted the documents requested by the HR team. [Kindly let me know if any other document is required.]
I thank you for this opportunity and look forward to contributing to the team.
Yours sincerely,
[your name]
[phone number]
7 Joining Letter Samples
Each sample uses the same joining letter format with small changes for the situation. Pick the closest one and replace the names, dates and reference numbers.
1. Joining letter by employee to HR (private company)
Date: 12 October 2026
To,
The HR Manager,
Sterling Infotech Pvt. Ltd.,
Hinjewadi, Pune
Subject: Joining letter for the post of Software Developer
Dear Madam,
With reference to your offer letter No. SIPL/HR/2026/418 dated 25 September 2026, I am pleased to join Sterling Infotech as Software Developer in the Product Engineering team from today, 12 October 2026.
I have submitted copies of my educational certificates, relieving letter, PAN, Aadhaar and bank details. Kindly let me know if you need anything else.
Thank you for this opportunity.
Yours sincerely,
Rahul Deshmukh
Phone: 98XXXXXX21
2. Joining report for a government job
To,
The Executive Engineer,
Public Works Department, Division II,
Jaipur
Date: 12 October 2026
Subject: Joining report for the post of Junior Engineer (Civil)
Sir,
In compliance with appointment order No. PWD/Estt./2026/1135 dated 30 September 2026, I hereby submit my joining report for the post of Junior Engineer (Civil) in this division on 12 October 2026 (forenoon).
The required documents and medical fitness certificate are attached.
Yours faithfully,
Priya Choudhary
Junior Engineer (Civil)
3. Joining letter for a teacher
To,
The Principal,
Springdales School,
Udaipur
Date: 12 October 2026
Subject: Joining as PGT (Chemistry)
Respected Madam,
With reference to your appointment letter dated 1 October 2026, I report for duty as PGT (Chemistry) from today, 12 October 2026.
I have submitted my B.Ed. and M.Sc. certificates, experience certificate and ID proof to the office. I look forward to working with the school.
Yours sincerely,
Deepak Menaria
4. Joining letter by email
Subject: Joining confirmation: Rahul Deshmukh, Software Developer
Dear Ms. Kulkarni,
I am writing to confirm that I joined Sterling Infotech today, 12 October 2026, as Software Developer, as per offer letter SIPL/HR/2026/418.
I have uploaded my documents on the onboarding portal. Please let me know if anything is pending.
Best regards,
Rahul Deshmukh
98XXXXXX21
5. Company joining letter to a new employee
HR teams use this joining letter format on the company letterhead after the employee reports for duty.
Sterling Infotech Pvt. Ltd.
Hinjewadi, Pune
Date: 12 October 2026
To,
Mr. Rahul Deshmukh
Kothrud, Pune
Subject: Confirmation of joining
Dear Rahul,
We are pleased to confirm that you have joined Sterling Infotech Pvt. Ltd. as Software Developer in the Product Engineering team on 12 October 2026. Your employee ID is SI-2026-0418, and you will report to Ms. Sneha Kulkarni, Engineering Manager.
You will be on probation for six months from your date of joining. All other terms remain as per your offer letter.
We welcome you to the team.
For Sterling Infotech Pvt. Ltd.
Anita Jadhav
HR Manager
6. Joining after a transfer
To,
The Branch Manager,
Indian Bank, Salt Lake Branch,
Kolkata
Date: 12 October 2026
Subject: Joining on transfer from Durgapur branch
Sir,
As per transfer order No. IB/HR/TR/2026/2211 dated 28 September 2026, I was relieved from the Durgapur branch on 9 October 2026. I hereby report for duty at the Salt Lake branch today, 12 October 2026.
My relieving order and last pay certificate are attached.
Yours faithfully,
Sourav Ghosh
Assistant Manager
7. Joining after maternity or long leave
To,
The HR Manager,
Apex Healthcare Pvt. Ltd.,
Gurugram
Date: 12 October 2026
Subject: Rejoining duty after maternity leave
Dear Sir,
I was on maternity leave from 13 April to 11 October 2026. I am rejoining my duties as Senior Accountant from today, 12 October 2026.
My fitness certificate is attached. Kindly update the records.
Yours sincerely,
Kavita Arora
Senior Accountant
Documents to Carry on Your Joining Day
Most companies share a list in the offer letter. However, the table shows what HR usually asks for in India.
| Document | Why it is needed |
|---|---|
| Signed offer or appointment letter | Confirms acceptance of terms |
| Relieving and experience letters | Proof of exit from the previous employer |
| Educational certificates and mark sheets | Verification of qualifications |
| PAN card | Income tax deduction (TDS) |
| Aadhaar card | Identity and address proof, EPF records |
| Bank account details / cancelled cheque | Salary credit |
| Passport-size photographs | ID card and records |
| Last three salary slips | Salary verification, if asked |
| UAN (if you had EPF before) | Continuity of provident fund account |
Mistakes to Avoid
A correct joining letter format is easy to follow, yet new employees often slip on the details below.
- No offer letter reference. HR files the joining letter against the offer, so give its number and date.
- Wrong joining date. Write the actual date you reported, not the date in the offer if it changed.
- Missing forenoon/afternoon. In government jobs, mention “forenoon” or “afternoon”, as it affects seniority and pay dates.
- Informal tone. Keep it formal even if the manager is friendly.
- No signature. Sign the printed letter; for email, type your full name.
Joining Letter vs Offer Letter vs Appointment Letter
| Document | Issued | Purpose |
|---|---|---|
| Offer letter | Before joining | Offers the job and main terms |
| Appointment letter | Before or on joining | Formal appointment with detailed terms |
| Joining letter / report | On the joining day | Records that the employee has joined |
| Experience letter | On leaving | Records service period and role |
Related Office Formats
When you leave a job, you will need an experience letter from your employer. For the basics of any official letter, read our formal letter writing guide. To open a salary account after joining, see the application to bank manager samples.
Frequently Asked Questions
What is a joining letter format?
It is the structure for a letter that records an employee’s joining. It includes the date, receiver, subject, reference to the offer letter, joining date, designation, department and closing with the employee’s name and signature.
Who writes the joining letter, the employee or the company?
Both can. The employee submits a joining report on the first day, and the company may issue a joining confirmation with the employee ID.
Is a joining letter the same as an appointment letter?
No. The appointment letter offers and sets the terms of the job. The joining letter confirms that the employee has actually reported for duty.
Can I send a joining letter by email?
Yes. Most private companies accept an email. Use a clear subject with your name and designation, and mention the offer letter number.
What is a joining report in government jobs?
It is the employee’s written report to the controlling officer stating that they have taken charge of the post, with the date and whether it was forenoon or afternoon.
What should I write in the subject of a joining letter?
Write “Joining letter for the post of (designation)” or “Joining report for the post of (designation)”.
Which closing should I use?
Use “Yours sincerely” when you address a named person or “Dear Sir/Madam” in private companies. Government joining reports usually end with “Yours faithfully”.
Final Check
Before you submit, match your joining letter format against the table above and check names, dates and reference numbers. More workplace formats are in our office letters section, and the Letter Generator builds a draft in seconds.
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