Joining Letter Format and Samples for Employees (11 Letters)

11 ready samples Copy, Word or print Checked 9 Oct 2026

A joining letter is a short formal letter an employee gives on the first day at a new job to confirm that they have reported for duty. It also works as a joining report in government offices and as a rejoining letter after long leave. This page has 11 samples: a simple joining letter format, a joining application for a government job, internship and teacher joining letters, an email version, and letters for rejoining after leave or a transfer.

Each sample on this page updates as soon as you enter your name, post and company in the form above. Replace the joining date, order number and other bracketed parts, then copy the text, print it or save it as a Word file.

Letter

Joining Letter for Employee (Job Joining Letter Format)

For a new employee to hand to HR on the first day, after accepting the offer or appointment letter.

To
The HR Manager
Company Name
City
Date: Date
Subject: Joining letter for the post of Designation
Dear Sir/Madam,

With reference to your appointment letter dated appointment letter date, I am pleased to inform you that I have joined Company Name today, Date, as Designation in the Department department.

I have read and accepted the terms and conditions mentioned in the appointment letter. I am submitting copies of my educational certificates, identity proof, address proof, previous relieving letter and passport size photographs along with this letter.

Thank you for giving me this opportunity. I will do my best to contribute to the team and to the growth of the company.

Yours faithfully,
Your Name
Designation, Department
Phone: Phone
Enclosure: Copies of certificates, ID proof, address proof, relieving letter, photographs
Letter

Simple Joining Letter Format

For anyone who needs the shortest possible joining letter, such as in a small firm or shop office.

To
Recipient Name
Designation
Company Name
City
Date: Date
Subject: Joining report
Dear Sir/Madam,

This is to inform you that I, Your Name, have reported for duty today as Designation as per the offer you made to me on offer date.

Please accept this letter as my joining report and arrange for my employee records to be created. I am ready to start work under your guidance and will follow the rules of the office.

Thank you,
Yours faithfully,
Your Name
Phone
Letter

Joining Report Application for Government Job

For a candidate selected in a government department, railway or public sector office, submitting the joining report to the controlling officer.

To
The Designation of Officer
Organisation Name
City
Date: Date
Subject: Joining report on appointment as Designation
Sir/Madam,

In compliance with the appointment order no. order number dated order date, I hereby report for duty as Designation at Organisation Name on Date, in the forenoon.

I have completed the medical examination as directed, and the fitness certificate is attached. Attested copies of my educational certificates, caste or category certificate (if applicable), date of birth proof and character certificate are also attached for verification.

I request you to kindly accept my joining report and issue the necessary orders for posting and salary. I will produce the original documents whenever required.

Yours faithfully,
Your Name
Designation
Address
Phone: Phone
Enclosure: Copy of appointment order, medical fitness certificate, attested documents

Joining Letter Format

A joining letter uses the usual office letter layout, with each section placed as shown below.

SectionDetails
ToThe HR manager, your reporting manager or the controlling officer, with company name and city.
DateThe day you actually join. This date becomes your official joining date.
Subject"Joining letter for the post of [Designation]" or "Joining report".
Salutation"Dear Sir/Madam" in private companies, "Sir/Madam" in government offices.
BodyLine 1: the reference to your offer, appointment or transfer letter. Line 2: the date and post you joined. Then the documents you are submitting.
Closing"Yours sincerely" for a named person, "Yours faithfully" for a post or officer.
SignatureName, designation, department and phone number.
EnclosureList the documents attached.

How to write a joining letter

  • Mention the reference number and date of your appointment letter or offer letter.
  • Say clearly that you have joined, with the date and time of day if the office asks for it (forenoon or afternoon).
  • Keep the letter on one page. 100 to 180 words is enough.
  • Keep a signed copy for yourself. It proves your joining date for salary and experience records later.

When you leave a job, you will need a resignation letter and later a relieving letter.

Email

Joining Letter Email to HR

For a new hire whose company asks for the joining confirmation by email, or who is joining remotely.

To: hr@Company Name.com
Cc: Recipient Email
Subject: Joining confirmation, Your Name, Designation
Dear HR Team,

I am writing to confirm that I have joined Company Name today, Date, as Designation in the Department team, reporting to Recipient Name.

I have attached scanned copies of the documents listed in the onboarding checklist, along with the signed copy of my appointment letter. Please let me know if anything else is needed for my employee file, bank account details or laptop setup.

I look forward to working with everyone.

Best regards,
Your Name
Designation
Phone
Letter

Internship Joining Letter

For a college student starting an internship who must confirm joining to the company and keep a copy for college.

To
Recipient Name
Internship Coordinator
Company Name
City
Date: Date
Subject: Joining letter for internship in Department
Dear Recipient Name,

I am Your Name, a student of Course at College Name. As per your internship offer dated offer date, I have joined the Department department today as an intern for a period of number of weeks weeks, ending on end date.

I have attached a copy of my college ID card and the no objection certificate issued by my college. I will follow the working hours and confidentiality rules of the company during the internship.

At the end of the internship, I request you to issue an internship completion certificate, which I need to submit to my college.

Thanking you,
Yours sincerely,
Your Name
College Name
Phone: Phone
Enclosure: College ID card, college NOC
Letter

Joining Letter for Teacher

For a teacher joining a new school who submits the joining letter to the principal.

To
The Principal
School Name
City
Date: Date
Subject: Joining letter for the post of Designation
Respected Sir/Madam,

I am happy to inform you that, as per the appointment letter issued by the school management on appointment letter date, I have joined School Name today as Designation for subject.

I have submitted my B.Ed. certificate, degree certificates, experience letter from my previous school and identity proof to the office. I am ready to take up the classes and duties assigned to me in the timetable.

I am grateful for the trust you have placed in me and will work sincerely for the progress of the students.

Thanking you,
Yours faithfully,
Your Name
Designation
Phone: Phone
Letter

Rejoining Letter After Leave

For an employee coming back to work after long leave for illness, a family event or personal reasons.

To
Recipient Name
Designation
Company Name
City
Date: Date
Subject: Rejoining duty after leave
Dear Recipient Name,

I was on approved leave from start date to end date for reason. I wish to inform you that I have rejoined my duties today, Date.

Please update my attendance and leave records from today. If my leave included any days without pay, kindly let me know so that I can check the salary slip for this month.

I have caught up with my team on the pending work and will complete the backlog within this week. Thank you for approving my leave.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Re Joining Letter After Maternity Leave

For a woman employee returning to work after maternity leave who may also want to ask about flexible hours or creche facilities.

To
The HR Manager
Company Name
City
Date: Date
Subject: Rejoining after maternity leave
Dear Sir/Madam,

My maternity leave, sanctioned from start date to end date, has come to an end, and I have reported back to work today, Date, as Designation in the Department department.

I would be grateful if you could tell me about the nursing break and creche facility available under company policy. For the first few months, a fixed shift timing would help me manage my child's care.

I am glad to be back and ready to take up my responsibilities again.

Thank you,
Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Joining Letter After Transfer to a New Branch

For an employee who has been transferred and is reporting at the new branch or office.

To
The Branch Manager
Company Name
Branch Name
City
Date: Date
Subject: Joining report on transfer from previous branch
Dear Sir/Madam,

As per the transfer order dated order date, I have been relieved from our previous branch office and have reported at this branch today, Date, as Designation.

I am attaching the relieving order from my previous branch and my last pay certificate for your records. Please inform the head office about my joining so that my salary and attendance can be processed from this branch.

I look forward to working with the team here.

Yours faithfully,
Your Name
Designation
Employee ID: Employee ID
Enclosure: Relieving order, last pay certificate
Letter

Joining Letter from Company to Employee

For an HR manager who wants to confirm in writing that a new employee has joined, with the reporting details.

To
Recipient Name
Address
City
Date: Date
Subject: Confirmation of joining
Dear Recipient Name,

We are happy to confirm that you have joined Company Name on start date as Recipient Designation in the Department department. Your employee code is employee code.

You will report to reporting manager, and your probation period will be as stated in your appointment letter. Your salary, leave and other benefits will follow the terms of the appointment letter and company policy.

Please complete your bank details and emergency contact form with the HR desk within this week. We welcome you to the team and wish you a good career with us.

Yours sincerely,
Your Name
Designation, Human Resources
Company Name
Letter

Letter to Extend the Joining Date

For a selected candidate who cannot join on the given date because of a notice period or a personal reason.

To
The HR Manager
Company Name
City
Date: Date
Subject: Request to extend joining date
Dear Sir/Madam,

Thank you for selecting me for the post of Designation. My joining date in the offer letter is start date.

My present employer has asked me to complete my notice period, and my last working day there is Last Working Day. I therefore request you to extend my joining date to end date.

I remain fully committed to joining Company Name and will keep you updated if anything changes. I will be grateful for your understanding.

Yours faithfully,
Your Name
Phone: Phone
Email: Email

Tips for Writing a Joining Letter

  • Write the joining letter on the first day itself, so your service starts from the correct date.
  • Use the exact designation and department written in your appointment letter.
  • In a government job joining report, mention the order number and whether you joined in the forenoon or afternoon.
  • Attach only copies of documents. Show originals for verification and take them back.
  • If you are joining after a transfer, attach the relieving order from the old office.
  • For a rejoining letter, mention the leave dates so the HR team can close your leave record.
  • Ask for a received stamp or signature on your copy of the letter.

Questions people ask

What is a joining letter?

A joining letter is a letter an employee writes on the first day of a new job to confirm they have reported for duty. Some companies also call the confirmation they send to the employee a joining letter. It records the official joining date.

Is a joining letter the same as an appointment letter?

No. The appointment letter is issued by the company and states the job, salary and terms. The joining letter comes after it and confirms that you have actually started work.

What is a joining report?

A joining report is the name used in government offices, railways and public sector units for the joining letter. It mentions the appointment order number, the date and whether you joined in the forenoon or afternoon.

How do I write a rejoining letter after leave?

Address it to your manager or HR, mention the leave dates and the reason in one line, and state the date you rejoined. Ask them to update your attendance and leave record.

Can I send a joining letter by email?

Yes, many private companies accept an email, especially for remote joining. Attach scanned documents and keep the subject clear, such as "Joining confirmation" with your name and designation.

Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.

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