Joining letter format consists of receiver’s address, designation, subject, salutation, structured body and conclusion. It has to be written in a formal style. Learn the key elements of a professional joining letter, including structure, content, and formatting tips.
A joining letter format is a formal template used by candidates to confirm their acceptance of a job offer and communicate their willingness to join an organization. It typically includes the candidate’s details, the job title, date of joining, and a brief acknowledgment of the offer.
This letter serves as a written confirmation and is often submitted on the first day of work or shared via email in advance. A well-structured joining letter reflects professionalism and ensures clear communication between the employee and employer. It is an
What is a Joining Letter?
A joining letter is a letter to the potential employer upon receiving employment. The objective of writing a joining letter is to express desire and readiness to accept a job offer. Additionally, it also acts as a formal record of the beginning of employment with the organisation.
Joining letter format consists of a formal writing style, to-the-point writing but in a professional manner. Candidates must note that a joining letter format includes the receiver's address, salutation, subject, body intro, topic summary and a conclusion salutation.
Besides, candidates have the liberty to accept or decline a job offer. Writing an impressive letter with proper joining letter format leaves a lasting image on the employers.
Also Check: Apology Letter Format
Joining Letter Samples- Download Link
Writing an impressive letter with a proper joining letter format will leave a lasting impression on the reader. Below given are some sample joining letter formats for reference.
| Particulars | Joining Letter Format Download Link |
|---|---|
| Sample 1 | Click Here |
| Sample 2 | Click Here |
| Sample 3 | Click Here |
| Sample 4 | Click Here |
| Sample 5 | Click Here |
Joining Letter Format Samples
There is a wide range of samples available online to write a joining letter, yet writing an impressive joining letter is not a roller coaster ride. Below are the five sample joining letter formats for writing an impression-winning joining letter.
Sample 1
In this scenario, the prospect has all the documents and accepts the employment offer. Students relating to this case can use the below-stated format.
27 July 2025
To
Shusmita Iyer,
Owner and Co-Founder,
Crafting House,
Pune
Subject: Joining Letter - Joseph Majumder
Respected Madam,
I am writing to inform you that I accept your offer of employment for the position of 'Lead Marketer.' I want to start on Monday, 28 August 2025, at 9 AM. I am excited and obliged to have received this opportunity and look forward to contributing my best.
Looking forward to working with you.
Yours Sincerely,
[Signature]
Joseph Majumder,
Jo.mjer@email.com
+91 8463 97455
Please look below for the attached documents for your reference:
- Marksheets
- Graduation Certificate
- ID - Aadhar Card Digital Copy
- PAN Card Digital Copy
Sample 2
In this case, the prospect doesn't have all the documents but accepts the employment offer. Candidates relating to this case can use the format.
2 January, 2025
To
Priya Jha,
Managing Director
Prepry.com,
Jalandhar
Subject: Joining Letter - Manoj Singh
Respected Madam,
I am writing to inform you that I accept your employment offer for the position of 'Operations Manager.' I will start on Monday, 12 January, 20253, at 10:00 AM. I am highly obliged to be presented with the opportunity, and I am looking forward to working with you.
Thanking You,
Yours Sincerely,
[Signature]
Manoj Singh,
manoj.singh@email.com
+91 8538462134
Please find the attached documents:
- Graduation Certificate Digital Copy
- ID - Driver's License Digital Copy
- PAN Card Digital Copy
Note: I would Like to inform you that I will not be able to provide my passport copy at present as I have applied for the same. It would be great if you allow me one month to mail my passport copy after I receive it on 14 February 2025.
Sample 3
In this scenario, the prospect rejects the employment offer. Students relating to this case can utilise the below-stated format.
7 May 2025
To
Shresth Prasad,
Head of Human Resources,
JKL Pvt Ltd,
Chennai
Subject: Joining Letter - Mukund Annad
Respected Sir,
I am writing to inform you that I will not be able to move forward with the offer of "Content Marketing Lead at your organisation. I am grateful to be allowed to showcase myself in the job role, yet due to some other commitments, I won't be able to make it.
Once again, I thank you for this fantastic opportunity and for considering me for the role.
Yours Sincerely,
[Signature]
Mukund Annad,
Annad.Mukd@email.com
+91 9264258432
Sample 4
In this case, the prospect wants to join the organisation but has relocation limitations. Candidates relating to this case can utilise the below-stated format.
4 February 2025
To
Virat Thakur,
Product Director and Manager,
Jacob Beverages,
Kolkata
Subject: Joining Letter - Misti Pandey
Respected Madam,
I am writing to inform you that I wish to accept the offer for "IT Developer," but due to relocation limitations, I would like to have a word regarding the same. I live on the outskirts of Kochi and would require some time to relocate, which will not be possible within three days. I am open to discussing my joining date and time and relocation possibilities.
I am looking forward to hearing from you soon.
Yours Sincerely,
[Signature]
Misti Pandey,
miss.pandey@email.com
+91 87352 43940
Please find the documents:
- Digital Copy of Graduation Certificate
- Digital Copy of ID - Passport
- Digital Copy of PAN Card
Sample 5
In this scenario, the prospect requests more time to accept the offer letter due to an unavoidable situation. Candidates can refer to the format stated below.
20 September, 2025
To
Abhijit Chatterjee,
Head of Client Relations,
Vascji and Co,
Delhi
Subject: Joining Letter - Biju Shashank
Respected Sir,
I am writing to request you for some more time to reflect on the opportunity to work as a "Client Relations Executive" in your organisation. This is due to the sudden hospitalisation of my father yesterday night. I will not be able to join immediately. I request you extend the response deadline as he is admitted to the ICU, and I am solely taking care of him.
I hope you understand, and I look forward to hearing back from you.
Yours Sincerely,
[Signature]
Biju Shashank,
Bijushasank@email.com
+91 7826404361
Format of a Joining Letter- How to Write?
Prospects must write a well-structured joining letter to stand out in the eyes of the employer. It is necessary for joining letters to contain some essential information and to follow a commonly used professional joining letter format. Students can peek into the suggestions stated below to write an impressive joining letter with a proper form.
1. Give Date
Prospects must start their letter by saying the date of writing the letter. It is necessary because the note will be officially recorded as an employment start date in the organisation system. Candidates must use the universal writing format like the one stated in the example.
Example: 19 August, 2025
2. Include Receiver's Details
Prospects must include the receiver's name along with their title and office address. It leaves a lasting impression and a personalised effect in the joining letter format writing.
Example: Mr. Ajay Tiwari
Chief Marketing Officer
Annexure, Pune
3. Include a Subject Line
A subject line is crucial to make the reader understand the objective of letter writing. It helps in the visibility of objective communication. Further, if written in a proper letter-writing format, it helps the receiver comprehend the context of the letter and its purpose.
Example: Subject: Joining letter for the position "IT Executive" - Vidita Shinde
4. Add Communication Reference
It is a good practice to mention the previous communication reference to make the receiver understand the context of the response to the last communication. It will help the reader in mapping down the conversation and take action accordingly.
Example: Reference: Joining letter # 2025-18-9-045, Hiring Placement Drive, ABC College of Medical Science
5. Give Formal Salutation
To maintain formality, prospects must refer to the receiver by name or by Sir/ Mam. It helps to keep the sender's image respectful, which helps to create a positive impact on the receiver.
Example: "Respected Sir/Mam"
6. Write on Point Body
Include the start date and the appointment details while starting with a formal salutation. Prospects must be transparent in their communication and write following the standard letter-writing format mentioned below as a sample.
Example: "I hope you are doing well. I am grateful to be presented with an opportunity to work as an Executive Foreign Manager (Overseas) in Zety. I am highly obliged to accept the offer letter and would like to join from 16 July 2025."
7. Give Conclusion
Prospects must reaffirm their interest in the opportunity at the end of your body text. It acts as a pointer and emphasises what the joining letter speaks of.
Example: "Thank you for this opportunity, and I'm looking forward to contributing to the organisation."
8. Attach the Necessary Documents
There is a specific set of documents that companies will require as a part of their onboarding process. The papers would consist of graduation certificates, skill certificates, Aadhar cards & PAN cards of the joint. Candidates must attach the documents in the order mentioned below.
Example: Please find the attached documents for your reference below:
-
- B.A. Graduation Certificate
- Content Marketing Advanced Certification
- ID - Aadhar Card
- PAN Card
9. Mention the Not Attached Documents
Candidates must mention the not attached documents and the reason for being unable to avail of them. They should also give a timeline within which they would submit the documents as a responsible employer. Prospects can refer to the example stated below.
Example: "I would like to inform you that I am not able to attach my passport copy as I have applied for it. I will be receiving my passport on 23 January, 2025. I will mail you regarding the same with the attached document copy of the passport."
Things to Include in a Joining Letter
It is essential to understand what details must be contained in a joining letter before looking at a sample. Candidates can peek into the pointers stated below.
- The letter should start with the date and address of the receiver.
- There must be a subject with a line stating the letter's objective.
- In the following line, prospects must mention the salutation for the receiver.
- There must be a main body with a proper start, context, and conclusion. It must be written by following the Joining letter format rules.
- Prospects must attach any required attachments and mention them for better clarity.
Also Check: Relieving Letter Format, Sample and Templates
Important Tips for Joining Letter Format
There is a set of pointers that prospects must keep in mind while writing a letter following the joining letter format. Students can find the tips for writing an impactful letter below.
-
Use a Formal Structure
Begin with your address, date, recipient’s address, subject line, and appropriate salutation. -
Confirm Acceptance
Clearly state your acceptance of the job offer, mentioning the job title and company name. -
Mention the Joining Date
Specify your confirmed start date in a direct manner. -
Express Gratitude
Thank the employer for the opportunity and their confidence in selecting you. -
Clarify Job Details (if needed)
Briefly reiterate your role, department, or any key arrangements discussed earlier. -
Maintain Professionalism
Ensure your tone is courteous, respectful, and positive throughout. -
Conclude on a Positive Note
Express enthusiasm for the position and a willingness to contribute effectively. -
Sign the Letter
Close with “Sincerely,” followed by your full name and signature. -
Proofread Carefully
Review for clarity, grammatical accuracy, and correctness of all details. -
Submit Appropriately
Send the letter as a PDF via email (unless directed otherwise) with a clear subject line like “Joining Letter – [Your Name].”
These steps will help you craft a well-structured and professional joining letter.
What are the Uses of Joining Letter?
The joining letter serves many purposes in our lives. Below are a few of them.
- It represents one's willingness and desire to accept a job. It can express one's will to onboarding into an organisation if written in a proper formal writing format.
- A joining letter serves as an official record of the start of an employee's work with the corporation.
- A joining letter is usually written in a formal writing format. It is sent to the company's owner or top management to mark approval of the work and start the benefits, salary & performance report procedures.
Also Check: Relieving Letter Format, Sample and Templates
Joining Letter: Things to Include
Before reviewing a sample joining letter format, it’s important to understand the key components that must be included:
-
Date and Recipient’s Address: Begin the letter with the date, followed by the name, designation, and address of the recipient.
-
Salutation: Use a formal greeting to address the recipient appropriately.
-
Subject Line: Clearly state the purpose of the letter in a concise subject line.
-
Main Body: Include confirmation of your acceptance, joining date, and any relevant job details.
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Conclusion: End with a courteous and professional closing statement.
-
Enclosures: Mention and attach any necessary documents, if applicable.
Distinction Between Joining Letter and Appointment Letter
Joining letters are letters that are provided by the employer after the appointment letter or offer letter is accepted by the candidate.Besides, an appointment letter is the offer letter that is presented to an individual to accept or reject the employment offer. Below are some of the major distinctions between a joining letter and an appointment letter.
| Particulars | Joining Letter | Appointment Letter |
|---|---|---|
| Aim | A joining letter is a letter that candidates mail to the employer after joining the organisation. They mention their start date, time, place and their excitement to join the company. | An appointment letter is an authorised document delivered to a candidate selected for a specific position within a company. It summarises the terms and conditions of the job, duties, salary, and other contractual components. |
| Body | Joining letters include details about the first joining date, reporting time, location etc. It also lets the employer know about the candidate's priorities and enthusiasm to work in the company. | Appointment letters include detailed information about the position, including the job title department. Further, it also describes the reporting structure, salary breakout, work benefits, work timings, etc. |
| Timing | Joining letters are sent after a prospect has taken the job offer and affirmed their intention to work in the entity. It is typically a validation of the acceptance and confirming their availability. | Appointment letters are issued after the students have successfully completed the selection process. It includes interviews, background checks, and other evaluations. |
| Format of Addressing | Joining letters consist of a formally friendly and respectful addressing tone. It focuses on responding to the employer in a professional yet enthusiastic manner. | Appointment letters have a more formal and legal addressing approach to the reader. It outlines the employment association while establishing expectations for the employer and the employee. |
| Legal Standing | Joining letters are not as legally formed but focused on assuring the joining time, day to the employer | Appointment Letters are more practical and legally focused stating every norm and rule that the candidates have to follow. It also talks about the consequences of situations and other benefits in employment. |
| Key Elements | Critical components of a joining letter contain:
|
Critical components of an appointment letter include:
|
