Joining Letter Format: Samples to Copy into Word

"Joining letter" is used for two documents. One is the joining report an employee writes and submits on the first day, confirming that they have reported for duty. The other is a letter from the company confirming the joining date and terms. Below are samples of both, plus a letter asking for a later joining date.

Which one do you need?

If HR has asked you to "submit your joining letter" on day one, they usually mean a joining report from you. If you are waiting for confirmation of your start date and terms before resigning elsewhere, you need the company’s joining or appointment letter.

What a joining report contains

Keep it short and formal.

Before you resign from your current job

Do not resign on the strength of a phone call or an email alone. Wait for a written offer or appointment letter from the company’s official email domain, and check it carefully.

Joining letter samples to copy

Select the text, copy it into Word or Google Docs, replace every [bracket] and print it on the company letterhead.

1. Joining report (from the employee)

To,
The HR Manager
[Company Name], [City]

Date: [DD/MM/YYYY]

Subject: Joining report

Dear Sir/Madam,

With reference to your offer letter no.
[ ] dated [DD/MM/YYYY], I have reported
for duty today, [DD/MM/YYYY], as
[Designation] in the [Department].

I am submitting copies of my documents
as listed below.

Thank you.

[Signature]
[Full Name]

2. Joining letter (from the company)

[Company letterhead]

Date: [DD/MM/YYYY]

To,
[Full Name]
[Address]

Subject: Confirmation of joining

Dear [Name],

Further to our offer dated [DD/MM/YYYY],
we confirm your joining as [Designation]
in the [Department] on [DD/MM/YYYY].
Please report to [Name] at [time] at
[office address] with the documents
listed in the offer letter.

For [Company Name]

[Signature]
[Name], [HR Manager]

3. Request for a later joining date

To,
The HR Manager
[Company Name]

Date: [DD/MM/YYYY]

Subject: Request to extend joining date

Dear Sir/Madam,

Thank you for the offer of [Designation].
My notice period at my current company
ends on [DD/MM/YYYY]. I request you to
allow me to join on [DD/MM/YYYY].

I remain keen to join the team.

[Signature]
[Full Name]

On your first day

Carry

• Signed copy of the offer or appointment letter
• Joining report
• Relieving letter and experience letter from the last job
• Marksheets, Aadhaar, PAN and passport-size photos
• Cancelled cheque or bank details for salary

Ask HR about

• PF and UAN transfer
• Probation period and confirmation
• Salary date and payslips
• Leave policy and working hours

Common questions

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