Whenever you receive a job offer letter, either you have to accept it or reject it. If you want to accept the job offer then you need to submit a joining letter to the employer, which should consist of your acceptance and date of joining in the job.
Sometimes, you have to intimate your boss/employer about your joining on the first day of your work through the joining letter (or) joining email. Here you can find all those kinds of joining letter formats, which you can download in Word format.
A well-written joining letter or email will bring a positive impact on you before joining the job.
What is a joining letter?
A joining letter is a formal letter that confirms your acceptance of a job offer and consists of your joining date details. A good joining letter reflects the interest and excitement of the candidate to join the job.
If you really want to join in a job then it is your basic responsibility to submit the joining letter, even if you want to reject the job offer, still it is good to intimate it.
You can submit a joining letter either directly or through email, depending upon the company policies in which you are joining.
How to write a job joining letter
1. Date
Mention the date on which you are writing your joining letter.
Example: 05 Jan 2022.
2. To address
Address the letter to the right person from whom you received the job offer, it may be the HR or manager, or company owner. If you don’t know the name then just mention the designation, company name, and city name.
Example:
To
The HR manager,
Company name,
City name.
3. Subject line
Write a subject line that easily tells the purpose of the letter.
Example:
Joining letter for the position of [job title]
Acceptance letter for the position of [job title]
4. Salutation
Start the letter with a proper salutation like “Dear Sir/Madam” (or) “Respected Sir/Madam”.
5. Reference
You should mention the reference details i.e the job offer letter details for which you are responding. For example “ In response to your job offer letter dated 02 Jan 2022.”
(If the job offer letter consists of any serial numbers then mention that number as well)
6. Main body
Confirm your acceptance to join the job in the main body of the letter.
Example: “ I am writing this letter to confirm my acceptance for the job position of [job title] at [company name]”.
7. Date of joining
Mention the date on which you are going to join the job.
Example: “I will be joining the company on [date of joining].”
“I am joining my work today on [date]“
8. Close the letter
Finally, end the letter by saying thank you and write your name at the end of the letter.
9. Attach required documents
Attach any required documents if the employer asks to submit, like your certificate copies, photos, or KYC documents like Aadhar, PAN, driving license, etc.
Joining letter format for new employee
To
The manager,
Company name,
City name.
Sub: Joining letter for the position of [job title].
Dear Sir/Madam,
This letter is in response to your job offer letter dated [date], I am glad to accept your job opportunity for the position of [job title] at the [company name]. I will be joining the job from [date of joining].
Kindly let me know if you need any further information.
Looking forward to working with you.
Thanking you.
Sincerely,
Your name.
Mobile no.
Joining letter for new employee [during joining date]
To
The manager,
Company name,
City name.
Sub: Joining letter for the position of [job title].
Dear Sir/Madam,
With reference to your appointment letter no. ___________, dated [date], I would like to inform you that I am joining the job from today onwards i.e. on [date of joining] as a [job title] at [company name].
Kindly consider this as my formal joining letter.
Thanking you.
Sincerely,
Your name.
Job joining email sample
Sub: Joining letter.
Dear Sri/Madam,
I am writing this email in reference to your appointment letter dated [date], I am delighted to join the job from today onwards i.e on [date] as a [job title] at [company name].
I would like to thank you once again for this great opportunity
Regards,
your name,
Mobile no.
Job joining intimation letter
To
The manager,
Company name,
City name.
Dear Sir/Madam,
I am writing this letter in reference to my previous letter/email about my joining date at [company name] for the position of [job title].
Hence my joining date is coming to closure, I would like to kindly intimate you about it, as I said in my job acceptance letter/email that I will be going to join the job on [date].
Thanking you.
Sincerely,
Your name.
Mobile no.
Joining letter format after medical leave
To
The manager,
Company name,
City name.
Sub: Rejoining request after medical leave.
Dear Sir/Madam,
I would like to inform you that I have been on leave for the last one month because of [illness reason]. Now my health is becoming normal, so I want to come back to work w.e.f [date]. Therefore kindly accept my request to rejoin in my job.
Thanks for your support during my hard times.
Regards,
Your name.
Joining letter after maternity leave
To
The Manager,
Company name,
City name.
Sub: Rejoining application after maternity leave.
Dear sir/madam,
I am writing this regarding my rejoining after maternity leave. I have taken a maternity leave of six months w.e.f [date], which will be going to end on [date].
So please give your approval to get back to my job.
I shall be grateful to you.
Thanking you.
Sincerely,
your name,
Designation,
Employee ID.
More rejoining letters after matenerity leave.
Joining letter format for govt employee
To
The manager,
Company name,
City name.
Sub: joining letter for the position of [job title]
Dear Sir/Madam,
In reference to your appointment letter dated [date] with vide ref no._____________, I am reporting to my job today on [date]. I also confirm my acceptance of all the terms and conditions stated in the appointment letter.
I, therefore, urge you to accept my joining report and I will be abiding by it.
Regards,
your name.
Joining letter format for teacher
To
The manager,
Company name,
City name.
Sub: Joining letter.
Respected Sir/Madam,
In response to your appointment letter no._________________, dated [date], I am joining my job today i.e on [date] as a school teacher at [school name] .
I, therefore, request you to accept my joining report and oblige thereby.
Thanks for making me a part of your esteemed organization.
Sincerely,
your name.
Job offer rejection email
Sub: Regarding job offer – [job title].
Dear Sir/Madam,
With due respect, I would like to thank you for offering the position of [job title] at [company name]. Sadly I cannot accept this job offer, as I am expecting a better salary than your offer.
I am already receiving the same salary in my current job, and I am looking for a higher salary in my next job.
Thanks again for considering me for this job position, pleased to meet you.
Sincerely,
your name.
FAQs
Is a joining letter mandatory?
Yes, it is mandatory to submit a joining letter. It is the minimum responsibility of the employee to let the employer about his/her joining.
What is the importance of joining a letter?
Writing a joining letter means you are agreeing on the terms and conditions of the company where you want to start your work. From the day of submitting it, you will become a part of that company.
Are the joining letter and appointment letter are same?
No, both are different. An appointment letter is given by the employer and a joining letter is submitted by an employee to accept the job.
Difference between joining letter and offer letter
A joining letter is submitted by the employee in response to his/her acceptance of the job offer. Where a job offer letter is sent to the selected candidates after the interview.
Can I ask for a joining date change?
Yes, you can request it, depending on the reason the employer will take a final decision.
When should I submit the joint letter?
You need to submit it on the date of your joining, but before that, you have to intimate your employer about the acceptance of the job offer either through an acceptance letter/email/direct calling.
Can an employee reject a job offer?
Yes, you can reject the job offers if you are not satisfied with the terms of the job.
Can I reject the job offer, after submitting a joining letter?
Once you submit your joining letter then you will come under the contract of the company. In that case, it becomes difficult to leave the job.
But you can reject the offer if you just accepted the job offer but have not submitted any formal joining letter.
Recommended:
Send me a letter of joining.