Joining Letter Template

A joining letter is a formal document submitted by a new employee on or just before their first day at work. It confirms key details such as the start date, job title, and reporting manager, and it acknowledges that the employee accepts the company’s policies and responsibilities.

While an acceptance letter confirms that a candidate agrees to the job offer, a joining letter goes a step further. It officially marks the beginning of employment and becomes part of the company’s HR records.

A joining letter is important because it serves as an official record of when an employee starts, who they report to, and their commitment to carry out duties as per company rules.

For HR teams, this document is also practical. It helps finalize onboarding steps like creating payroll records, enrolling employees in benefit plans, and updating internal systems. Having a signed joining letter prevents confusion about start dates and ensures that both the employer and employee are aligned from day one.

A standard joining letter usually covers the following:

• Employee’s full name and contact details
• Job title and department
• Reference to the original offer or appointment letter
• Joining date and reporting location
• A confirmation of reporting for duty on the first day
• A statement of commitment to responsibilities and company policies

This format keeps the letter simple but ensures all essential details are documented.

It is usually submitted on the first day of work, but some companies request it a few days earlier so HR can complete payroll and benefits setup before orientation.

An appointment letter is issued by the employer to confirm the job offer. A joining letter is written by the employee to confirm they are accepting the role and reporting for duty.