Grab a chance to avail 6 Months of Performance Module for FREE
Book a free demo session & learn more about it!
Will customized solution for your needs.
Empowering users with user-friendly features.
Driving success across diverse industries, everywhere.
Grab a chance to avail 6 Months of Performance Module for FREE
Book a free demo session & learn more about it!
Superworks
Modern HR Workplace
Your Partner in the entire Employee Life Cycle
From recruitment to retirement manage every stage of employee lifecycle with ease.
Seamless onboarding & offboarding
Automated compliance & payroll
Track performance & engagement
Most people are confused about the new hire welcome letter, appointment letter, and joining letter! Here we will clarify the concept of a joining letter for the candidate.
The purpose of this joining letter is to make the new employee feel respected and welcomed as well. Each letter should be customized for the person getting it. New hires are always nervous about the first day or first weeks, and to make them comfortable is necessary and in that case, only the good joining letter works.
Most of the HR or managers are not able to write a joining letter easily, so they may seek a ready-to-use joining letter format for employees. Because it should be written nicely and professionally. Why? because it is a very big decision for employees to join a new company and the first step from the company side should be proper! Also, to define the rules of the company you need a joining letter!
A joining letter is a letter you give to the person who got the new job. Sometimes, it also acknowledges that you have the job now, what will you do?
Here are some important things to remember regarding the joining letter for job:
You can directly get the joining letter sample, and check whether they provide a joining letter format in Word or not, so you can customize the HR document and include whatever you want to include.
The joining letter for the internship has different information however joining letter for the job has different information. In this letter, you should tell the person getting the job about the company, what is the work over here, and what we can expect from the job.
There is a difference between a joining letter and an appointment letter. An appointment or offer letter is sent by the company to the person they want to hire. Conversely, a joining letter is submitted by the individual accepting the job offer.
A joining letter is an official document that explains the job title, what the person has to do, how much they’ll get paid, and other important stuff, and you can get that in company joining letter format for job!
There are not one but multiple components of a joining letter, so let’s have a look at them, and understand what they are…
A Welcome Or Consent Letter – It’s a warm greeting expression, through which you express your excitement about the new hire joining the team. It helps you set a positive tone & reinforces the company’s enthusiasm for their contribution.
Job Details – From this section, you can provide all the essential information such as job title, department, supervisor’s name, start date, work hours & even the workplace location to ensure clarity on logistical aspects of the role.
Job Profile – This section will help you outline all the main, crucial responsibilities & expectations of the position! And that includes key duties, required skills & performance goals to provide the new employee with a clear understanding of their role.
Benefits – Here, you can easily add all the details of the compensation package & additional perks of the job profile! And that includes details such as salary, health insurance, retirement plans, paid time off, & other employee benefits, highlighting the value offered by the company.
Note: You can download directly from here and edit as per your need.
There are multiple things you can add in the letter, but the basic ones you have to add on the joining letter while onboarding employees. But start as you want to write a joining letter. Keep these things in mind.
Add these things to your joining letter:
Read more: Appointment Letter Etiquette: How to Handle the Process with Grace?
Finding writing an HR letter – Superworks is here to help you!
Sign up today & gain access to a treasure of HR documents designed to simplify your workflow.
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Company Email Address]
[Phone Number]
[Date]
[Employee’s Name]
[Employee’s Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
We are more than pleased to formally welcome you to our facility, [Company Name] as a [Job Title]. Your skills and rich experience up until now have impressed us! Henceforth, we are quite confident that you will significantly contribute to our team as a great asset.
Your professional journey of employment with us will begin on [Joining Date]. So, kindly report to [Office Location] at [Time] for the orientation you need.
You can check out the key details regarding your employment right here:
Position: [Job Title]
Salary: ₹[Amount] per month, paid [Payment Frequency].
Benefits: You will be entitled to [list of benefits].
Work Hours: [Work Schedule]
These are the list of documents that you have to bring here on your first day:
For any kind of questions & queries, feel free to reach us out to [HR Contact Name] at [HR Contact Email]. We’re excited to welcome you on board!
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Company Email Address]
[Phone Number]
[Date]
[Employee’s Name]
[Employee’s Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
Welcome back! We are very much delighted to have you back onboard, as you’re rejoining the team after maternity leave. We hope you, your newborn, and your family are doing well, and we wish them good health! Our whole team is very excited to have you back at [Company Name].
Your position as [Job Title] will be resumed on [Joining Date], and we are looking forward to your seamless contributions. So, please report to [Location] at [Time] on your first day back.
Here are the key details for your return:
Position: [Job Title]
Salary: ₹[Amount]
Work Hours: [Work Schedule]
Benefits: [Details of any benefits applicable]
In case, should you need any assistance or adjustments/updations to your schedule, you can feel free to reach out to [HR Contact Name] at [HR Contact Email].
Once again, welcome back – we’re happy to have you back on board!
Warm regards,
[Your Name]
[Your Title]
[Company Name]
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Company Email Address]
[Phone Number]
[Date]
[Employee’s Name]
[Employee’s Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
Through this letter, we are pleased to inform you that your transfer to the [New Department/Location] has been confirmed! And on that note, we are quite excited to have you join us for the position of a new role as [New Job Title]. Your transfer will be effective from [Joining Date], and we really are looking forward to your valuable contributions in your new capacity.
Here are the important details:
New Position: [New Job Title]
Salary: ₹[Amount]
Work Hours: [Work Schedule]
New Office Location: [Location Address]
Reporting Manager: [Manager’s Name]
Please make sure that you complete all the necessary handover of your previous responsibilities before your transfer to the assigned person. And in case, if you have any kind of questions or require assistance with the transition, then please feel free to contact [HR Contact Name] at [HR Contact Email].
We wish you all the very best in this new chapter of work-life and look forward to your continued growth in this organization!
Best regards,
[Your Name]
[Your Title]
[Company Name]
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Company Email Address]
[Phone Number]
[Date]
[Employee’s Name]
[Employee’s Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
We welcome you back to our facility [Company Name], and we are really excited to have you rejoin our team after your leave. We hope you had a bunch of restful time & are ready to get back to gather work experience & continue contributing to our shared goals.
As per our discussions that we had priorly, your employment will resume on [Joining Date]. So, kindly report to [Department/Location] at this [Time] for your first day back.
Here are the important details:
Position: [Job Title]
Salary: ₹[Amount]
Work Hours: [Work Schedule]
Benefits: [Details of any benefits applicable]
At times, when you require any kind of assistance with your transition or have any doubts & questions, please feel free to contact [HR Contact Name] at [HR Contact Email].
We look forward to working with you again!
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Company Logo]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Company Email Address]
[Phone Number]
[Date]
[Intern’s Name]
[Intern’s Address]
[City, State, ZIP Code]
Dear [Intern’s Name],
We congratulate you on being selected for the [Job Profile] internship program at [Company Name]! And we are thrilled to have such a nice candidate as you join us for an exciting learning experience.
We would like to inform you that your internship will begin on [Joining Date]. So, please make sure to report at [Office Location] at [Time]. And during this time when you will be working with us, you will gain hands-on experience in [Brief Description of the Role].
Internship Duration: [Start Date] to [End Date]
Work Hours: [Work Schedule]
Stipend: ₹[Amount] per [Week/Month]
Mentor: [Mentor Name] will guide you throughout your internship.
Please bring the following documents:
Furthermore, if you have any kind of query or questions, feel free to contact [HR Contact Name] at [HR Contact Email]. We are more than excited to assist you grow professionally during your time with us.
Best regards,
[Your Name]
[Your Title]
[Company Name]
When you’re about to write a company joining letter to the employee, there are several important steps to follow:
Pay attention to any specific instructions given by the employer for writing your joining letter.
Before you start writing a joining letter, you want to understand the offer carefully and then give it to the employee. Make sure they can understand all the terms and conditions mentioned in the letter.
In the simple joining letter format, the HR or CEO needs to address the person you’re writing to with their full name, job title, and the company’s address. Begin your letter with a polite greeting as well.
Include your correct contact details in this letter, like your name, role, and a position. Make sure everything you provide is accurate and up-to-date.
Start your letter with a subject line that clearly says they need to join the office from this day. It’s also a good idea to say thank you for accepting the role you offered.
Before sending the letter, you need to read it carefully to catch any small mistakes. It may be possible that you made a simple mistake and forgot about that. You can even read the letter out loud to make sure it is right. Otherwise, you can directly go to our HR toolkit page and download the readymade letter to avoid mistakes.
Write a joining letter using a sample joining letter format for employee in a way that’s easy for employees to understand. Avoid using complicated words that make employees confuse. However, do watch out for other grammar mistakes.
Make sure to send a joining letter before they come and after the offer letter. You can also send a quick call or email to confirm they received your letter.
If there’s something in the offer you want to discuss with the employee, simultaneously call or email them to confirm or explain them. For that, you need to mention it politely in your reply mail. But only negotiate if it’s really important to you.
So, when you avail of a job offer, and employees accept the job offer, take your time to write a thoughtful and polite joining letter. If you don’t want to draft the same, you can get it free from our HR toolkit.
As an HR, You are handling too many things simultaneously but don’t you think, the extra efforts are not needed? You can save your major efforts and major time by doing smart work. You can download whatever you want such as HR letters, HR forms, HR policies, Job descriptions, and many more from our Free HR toolkit. Moreover, you can streamline the HR work by getting HRMS software from us. It can help you to do all HR operations easily.