Joining letter | What is it and how to make it appealing?

Joining letter | Here’s everything you should know about it!

When we’re applying for a job, we hardly worry about what will happen after we get it. Yes, it’s because we’re nervous and unsure if we’ll even get the job of our dreams. But that doesn’t mean we shouldn’t prepare well for what happens next.

It’s important to understand details about the job market before actually getting into it. Like what you need to do as you join a company, how to be professional, etc. To get started, let’s learn all about a vital part of any company’s onboarding process – the joining letter.

What is a joining letter?

A joining letter, which is also known as an acceptance letter, is different from an appointment letter. Let me explain.

• An appointment letter is sent from the firm to the candidate with the job details. It is sent after you accept the job that is offered. The key areas that an appointment letter outlines are the salary, welfare, privacy policies, location, and the other necessary details about the job. 
• A joining letter is sent from the candidate to the firm, confirming their willingness to accept the position. Sending a joining letter signals the end and the closure of the job searching procedure for the candidate.

So after you receive an offer (or an appointment) letter from the firm, you should send a joining letter to back the organization. This shows your willingness to accept the job, and makes it your formal start of employment in the firm!

The joining letter is usually submitted to the human resources administrator to assure them that you have accepted the job offer. The written documentation helps them confirm your position in the firm and serves purposes like- 

• Collecting important documents.
• Confirming the date of commencement for future reference.
• Verifying the records.
• Ensuring background checks. 

How to write a joining letter? 

A joining letter might sound too intimidating and complex to draft. But it doesn’t have to be that way! The key qualities you should include in your writing are clarity and effectiveness. 

Before we get into the details of how to write this letter, I recommend that you first revisit your resume.

It’s also important to remember that the content of an appointment letter and a joining letter cannot be used interchangeably. Though they serve a common purpose to onboard an employee, the body and the text for both will differ according to the concern and the purpose. 

Here is a list of all things you need to keep in mind when submitting your joining letter-

1. The date 

A joining letter format should start by mentioning the date. This not only comes as an important formal step but also serves as a reference for the future. Moreover, doing so formally documents your joining date. 

Mentioning the date in an accepted format in your country too is important to avoid any confusion.

Example- 

20th October 2021

2. The details of the receivers 

It is crucial to address the receiver’s correct details in the letter. If not, it will reach some other official in the firm, leading to confusion on both sides. 

Their details may include their name, designation, and office address. Making no mistakes in the credentials of the receiver goes a long way in maintaining your professional image. 

Example- 

To

(Receivers name)
General Manager 
XYZ Firm, Mumbai.

3. Subject line 

A subject line forms the crux of your letter and helps the reader get an idea of what it is about at a glance. So this makes it even more important to keep the subject line a short sentence. 

Along with being specific, it helps your joining letter stand out from the bunch of emails they receive daily. Briefly mention the specifics like your designation and also that it’s a joining letter. 

Example- 

Subject: Joining letter for the post of Senior Content Writer.

4. Reference to the previous thread of communications 

It is important to mention the previous communication (if any). This is needed in case they sent the company joining letter as a response to a precious follow-up or an offer made by the firm. 

Example-

Reference- Offer letter XYZ

5. The tone 

Needless to say, the letter should be formal. Addressing your superiors with words like ‘Respected, Ma’am, or Sir’ is mandatory. 

The salutations should be kept formal too and need to be crisp and clear.

Example-

Respected Sir/Madam,

Thanking you,

Yours faithfully,

XYZ

6. The body of the letter 

As mentioned above, the body of the joining letter needs to have a precise format, and stick to the point to avoid any ambiguity. Include points like the date of joining, enclosures of important documents, and the key details of your appointment. 

Example-

I XYZ am writing in reference to the Appointment letter No. _______ dated ___.

I am elated to have received the offer letter for the post of _____ at ____ and accept the terms and conditions mentioned in the appointment letter. I’m ready to join the post as a _____ starting from _____.

7. Conclusion 

Since the body of your letter is so good, it’s important to end it well too. Provide a strong conclusion that shows your interest in the job.

Show that you are looking forward to working for the company while thanking them for the opportunity. Make sure it’s short and sweet and not over the top.

Example-

I thank you for this opportunity. I assure you my ideas and efforts will create a lasing, positive impact.

Yours Faithfully/Sincerely, 

8. Attach important documents 

Attaching important documents is necessary to confirm your position in the firm and is an essential element of a joining letter. These documents may include a government issued ID, skill certificates, educational certificates, and also any online course certificates. 

You should also mention them in the enclosure section to ensure an easy scan. 

Example-

Please find attached the following documents-

1. Graduation certificate
2. Passport
3. XYZ course certificate

Job joining letter sample 

(Date)

To

(Recipient’s name),

(Designation),

(Office Address).

Subject: Letter of joining of (your name) for the post of a ______.

Respected [‘Sir’/’Madam’],

I am writing this to inform you that I (your name) am accepting your offer for the position of (job title). This letter is in reference to Appointment letter No. _______ dated _______ .

I accept the terms and conditions mentioned in the appointment letter and am elated to have received the offer letter for the post of _______at _______. I’m ready to join the post as a _______ starting from _______ .

Thank you for this opportunity, I look forward to using my skills for the betterment of the company.

Thanking you.

Yours Faithfully,

(Your name)

Key takeaways 

• Keep it formal. 
• The body of the email should not be too long, it should be to the point and crisp. 
• Leave no room for ambiguity or confusion.
• Cross-check the details mentioned in the email for accuracy and also if you have missed out on anything. 
• Moreover, don’t overcomplicate the letter with long and ambiguous sentences. 
• Also, having a simple format by avoiding idiomatic, casual, as well as practical expressions are best. 
• Likewise, don’t use unnecessary jargon as well. 
• Before hitting send, ensure proofreading it one final time to eliminate any errors. 
• In case you aren’t confident about the letter, ask an expert. 
• Keep the signature formal and relevant.
• Remember, this also shows your communication skills. So make sure to put your best foot forward. 

Was this blog informative? If so, please share your thoughts in the comments below. Click here to reach out to us for more information on appointment letters. We would be happy to assist you with your queries! 

Liked this blog? Then read: Gap certificate | Important details you need to know

FAQs 

Q1. Are appointment letters and joining letters the same? 

Answer – An appointment letter is sent by the firm to the candidate offering them a job with its details. Whereas a joining letter is sent by the candidate along with their documents and other details.

Q2. How do I submit my joining letter? 

Answer – It depends on the preference of the organization. You can either email your joining letter to the concerned person within the organization or send the hard copy to the branch office via post too.

Q3. What is the difference between an offer letter and a joining letter? 

Answer – An offer letter is a letter from the organization offering the job post. A joining letter is a letter from the candidate accepting the job offer.