What Is a Joining Letter? The Professional Template You Need to Make First Impression Count

The joining letter is an important part of stepping forward into your professional journey. This is a formal protocol of documentation and the first official communication that you’ll send to your employer. While it may seem like an ordinary email, this letter plays an integral role in creating a positive first impression in the organization. 

So if you’re not familiar with the concept of joining applications and wonder how to write a joining letter, worry not, we’ve got your back. In this article, we’ll break down the nerve-wracking task of preparing a formal joining letter in the easiest way possible. 

Stick around to create a confident message for a good start!!

What is a Joining Letter?

A joining letter, aka acceptance letter, is a formal email and the first official document sent by you in reference to an offer letter expressing your willingness to accept the job role and be a part of the company.  that you send to your employer expressing your willingness to accept the job. 

This is written to address the top management officials of the company, where you clarify whether to accept or decline the offer. For a smooth onboarding process, your acceptance letter must mention your joining date and the required documents. You can either share your joining letter physically or via email with the company. 

How to Write a Joining Letter? Step-by-Step Guide for Beginners

Being one of the first formal documents, it’s important you write the joining letter in the right tone and mention all the necessary information with a commonly used professional letter format. Here’s how to write a joining letter along with the essential information that your joining application must have.

• Date: Start the letter, specifying the date on which you are writing the letter. Avoid abbreviations and write the date in expanded format, i.e., 29^th May 2025.

• Recipient Details: Enter the receiver’s name, usually the senior management or owner of the firm, along with their official designation in the organization. 

  Mr. Alex Smith

  Chief Executive Officer

  Sigma Infotech, Virginia

• Subject: Mention the subject line to inform the reader about your intent and the letter’s content. It’s compulsory to write a subject if you’re emailing your joining application, as it increases the visibility of your communication.

  Subject: Letter of Joining for the Marketing Executive Position

• Reference to the Previous Communication: Joining application is sent in response to an offer letter provided by the company. If possible, attest the offer letter or reference this communication to help the employer place your letter precisely.

  Reference: Offer Letter, 2025-05-28-008, Campus Recruitment Drive, University of Virginia

• Formal Salutation: Before getting to the main content, address the receiver with a formal salutation to maintain professionalism and formality.

  Respected Sir/Madam

• Main Body Text: Mention that you are willing to join the offered position in the organization, and provide other vital information related to your appointment and joining plans. Do not forget to quote the date of your joining. 

  I feel thrilled to receive the offer letter to join Sigma Infotech, Virginia, as Chief Executive Officer. In reference to the offered position, I’m writing this acceptance letter to inform you that I would like to be a part of your organization and will start my employment on 08^th June 2025, at 10:00 am. 

• Conclusion: End your mail with a positive note expressing gratitude for the employment and interest in the opportunity provided to you. Also mention your name, signature, and contact details for smooth onboarding.

  Thank you for this promising position. I’m looking forward to being a part of your amazing team.

  Yours Sincerely 

  Name

  Signature

  Contact Details

• Attach Required Documents: Attest some important documents like your graduation certificate, advanced courses certification, ID, etc. mentioned in the offer letter in the form of the ordered list.

  Please find the attached documents below

  • Graduating Certificate in Business Administration.
  • MBA in Strategy and Operations
  • ID or Driver’s License
  • Social Security Card
  • Birth Certificate

• Mention the Required Documents That are not Attached: Lastly, if you don’t have certain documents that are mandatorily required to join the company, list them and also provide a tentative date within which you’ll submit the remaining documents.

Also Read: What Is a Relieving Letter? Format, Importance & How to Write One 

Joining Letter Template

Date To  Recipient’s Name Designation Office Address Subject: Joining Letter for accepting the job role Reference: (Reference Number, ID of the Offer Letter) Salutation, (Respected Sir/Ma’am) Main Content  Conclusion  Yours Sincerely  Name Signature Contact Details Please find the attested documents – Document 1 – Document 2 – Document 3 – Document 4

Joining Letter Template After Earned Leave

Another instance where one is required to write a joining letter is when someone takes a long leave (sabbatical) to notify the organization about their joining date following a sabbatical leave. Here’s a quick template for writing a joining application for earned leave.

Date To  Recipient’s Name Designation Office Address Subject: Joining after availing the leave Reference: (In reference to the long term leave—date) Salutation, (Respected Sir/Ma’am) Main Content  Conclusion  Yours Sincerely  Name Designation Employee Identification Number

Joining Letter Sample

29th May 2025 To, Ms. Mary Edward Human Resource Manager Sigma Infotech Pvt. Ltd. Infinity Towers, North Virginia Subject: Joining letter for job acceptance Reference: Offer letter 2025/12/27/008  Respected Ma’am,  I am thrilled to receive the offer letter from an esteemed organization like yours. In reference to your offer letter, I am writing this mail to formally accept the position of Company Executive Officer. I’m very grateful for the opportunity that you have provided me and I am looking forward to positively contributing to the growth of your organization’s goals. I confirm my joining date as 08th June 2025. Thank you for the trust you placed in me and I’ll put in my best efforts to fulfill your expectations. Yours Sincerely, Hannah Edison (Signature) Email Contact No. Please find the attested documents enclosed. – Graduating Certificate in Business Administration. – MBA in Strategy and Operations – ID or Driver’s License – Social Security Card – Birth Certificate

Also Read: Work Experience Letter Format: How to Request One, Key Components, and More 

Essential Tips to Follow to Draft a Perfect Joining Letter

If you find creating a formal acceptance letter a daunting task, you can employ the following tips to create a commendable joining application in the right tone.

• Keep the letter short and clear, carefully mentioning the essential details like joining date, documents, etc. Only incorporate relevant information and do not get off track.
• Always start with a formal and positive tone and maintain the professionalism throughout the mail. Avoid using casual language and informal phrases.
• For a good first impression, use appropriate salutations to the recipient.
• Make sure it does not have any spelling, typo, or grammatical errors.
• If possible, try to get your joining application proofread by some other person.

What is the Difference Between a Joining Letter and an Appointment Letter?

People often confuse a joining letter with an appointment letter. However,  the two vary from each other in different terms. An appointment letter is the official offer of employment sent by the employer to the selected candidate. On the other hand, a joining letter is the candidate’s response to the received appointment letter, where he/she provides the joining date. 

Here’s a more detailed breakdown of the differences between the two!

Joining Letter	Appointment Letter
Candidate’s formal acceptance	Company’s formal invitation
Confirms the intent to join the company along with joining date	Formal letter to offer a job to selected candidate
Includes candidate’s name, job title, joining date, required documents, etc.	Outlines the terms of employment, job title, salary, benefits, probation period, responsibilities, etc.
Sent after receiving the appointment letter.	After the final selection round
Confirmation of the acceptance of the contract and terms outlined in the offer letter	Not legally binding until the candidate accepts it

Also Read: Salary Slip Format: Complete Guide to PDF, Word, and Excel 

Wrapping Up

The joining letter is not just an ordinary application that you send to your employer. Instead, it’s the first official document that you’ll be sharing with your employer expressing your willingness to accept the job offer. So it should be brief, crisp, and formal in tone and must include information like your designation, joining date and documents that you are required to submit. 

Remember that with the right words, your joining letter becomes your first impression, setting you apart from others. 

Frequently Asked Questions