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How to Write an Appealing Joining Letter Format

By Shreya Durgan

A joining letter should be personalized and professional. Also, it should be concise and written in a way that appeals to the person reading it to join the organization.

This type of letter can be sent through postal mail, email, or any other form of communication.

The purpose of a joining letter is to create an environment of trust and respect for the new employee, and it should be customized for each employee.

What to include in the Joining Letter?

The content of the letter can vary depending on what type of position is being offered.

For example, if an employer is looking for someone to fill a customer service position, they might mention how their team strives to provide excellent customer service by going above and beyond for every customer.

It should tell the candidate about the company, their culture, and what they can expect from their future job. It should also mention salary expectations and benefits packages.

However apart from what to include, there are some mistakes that can ruin a Joining Letter.

A joining letter must be well-drafted in a professional tone and must have the following details –

Date

The date has to go on the top left of the joining letter.

This letter will serve as an official record of the start of the employment. The date format used in India is DD/MM/YY, so we recommend using this.

For example - 26/09/2022

Name, designation and name of the company of the addressee

The letter needs to be addressed to the person in charge, the HR Manager or the company’s Owner.

Include his name, his designation, the department he is in, and the company’s name.

For example:-

To,

Shreya Durgan

Manager

Human Resources

StartEazy Consulting

Subject line

The subject line must be as simple as ‘Joining Letter” Or “Joining Letter_[Candidates Name].

Ensure that it is not lengthy.

The excellent subject line lets the reader know what the email is about.

For example: -

Subject: Joining Letter_Riya Sharma

Salutation

As this is a formal letter, make sure to give a formal salutation to the addressee.

For example: - Dear Sir/Madam or Respected Sir/Madam.

Body

The body of the letter must contain the following components:

Words of thanks
Designation offered
Important dates and details mentioned in the offer letter (for example - Reference number/ID of offer letter)
Enthusiasm to join the company
Date of Joining
Agreement to company’s terms and conditions

For example: -

I am writing this letter in reference to your offer letter for the Content Writer position at your esteemed organization.

I humbly accept the offer and will start reporting for work on the 2nd of October, 2022. I thank you for this fantastic opportunity.

I have reviewed the offer letter you sent and fully accept the terms and conditions mentioned.

Please feel free to reach me at the contact details I have provided here if you need further information.

Conclude with Signature

Conclude the letter by adding a sign-off, the candidate's signature, name and contact details.

For example: -

Yours Sincerely,

[Signature]

Riya Sharma,

Email: riyasharma2345@gmail.com

Mob: 987XXXXXXX

Attachments as per requirement

The offer letter may have asked to submit certain documents, such as a graduation certificate or PAN card. Thus, the individual needs to attach those documents to the email and ask the HR to find the attachment at the end of the letter.

For example: -

Please find the attached documents:

Graduation Certificate
Aadhaar card
PAN Card

Joining Letter Structure

Here is the Joining Letter structure:

Date:____________

To,

[Name of Addressee]

[Designation of Addressee]

[Name of Company]

Subject: Joining Letter

Salutation,

Body

Sincerely,

[Sender’s Signature]

[Sender’s name]

[Sender’s contact details]

Ultimate 3 Sample Format of a Joining Letter

1. Short and Crisp

Date: 26 September 2022

To,

Shreya Durgan

Manager

Human Resource

StartEazy Consulting

Subject: Joining Letter

Respected 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.

Yours Sincerely,

[Signature]

Riya Sharma,

Email: riyasharma2345@gmail.com

Mob: 987XXXXXXX

2. The Professional Way

Date: 26 September 2022

To,

Shreya Durgan

Manager

Human Resource

StartEazy Consulting

Subject: Joining Letter

Respected Madam.

Concerning the appointment letter from your kind office, it is with great pleasure that I am writing to inform you of my desire to join your team as a Content Writer at StartEazy on October 2, 2022.

In line with this, I accept the terms and conditions mentioned in the appointment letter packet and will report to the head office for completing the HR Joining Formalities.

I shall thereby properly discharge all of my duties and responsibilities from my current company, and shall abide by the rules and regulations as stated. I feel that I can make a significant contribution to the Company Name.

Thus, I am grateful for the opportunity you have presented me with.

Thanking you.

Yours Sincerely,

[Signature]

Riya Sharma,

Email: riyasharma2345@gmail.com

Mob: 987XXXXXXX

3. The Perfect Joining Letter

Date: 26 September 2022

To,

Shreya Durgan

Manager

Human Resource

StartEazy Consulting

Subject: Joining Letter

Respected Madam.

I am immensely pleased to inform you that I accept the offer and acknowledge the same.

I am ready to join as Content Writer in your company on 2nd October 2022. I sincerely thank you for believing in me and offering me this position. I assure to work with sincerity and dedication.

I will be submitting all the required documents on my joining date.

Should you require any further information.

Yours Faithfully,

[Signature]

Riya Sharma,

Email: riyasharma2345@gmail.com

Mob: 987XXXXXXX