Joining a business is a big decision, and getting everything right is important. A joining letter format is usually the first step you take to begin the joining process for a business, like a franchise business. It’s a good idea to have an official letter template handy because you never know when you’ll need it.
A formal protocol follows the start of your employment with any given company. And an employment letter is essential to that documentation. The qualified applicant, a.k.a. you, submits the joining letter to the corporation as an affirmation and declaration of joining the profession offered. A professional joining letter format also outlines the date of joining the firm.
Difference Between a Joining Letter and an Appointment Letter
Do note that joining and recruitment letters might be used interchangeably in specific scenarios but are entirely different and used for various purposes.
An appointment letter or offer letter for your job title is sent to a candidate by the company as an official document specifying their recruitment details. It may contain details like the candidate’s designation, job responsibilities, pay scale, effective probation period, benefits, and company policy.
In contrast, a joining letter is submitted by candidates confirming their acceptance and providing a joining date. It is also a way for the employer to collect essential documents and verify records from the candidate to perform rudimentary background checks.
A need to negotiate the joining date or other aspects like your pay package might arise. In such a situation, it’s a good idea to ask your employer to send a revised offer letter before sending in your final acceptance.
Your Ideal Joining Letter Format
Let’s look at an example for your understanding:
To
Joining letter – [Your Name]Subject:
[Reference number/ID of offer letter/appointment letter]Reference:
Respected [‘Sir’/’Madam’],
I am writing this letter to inform you that I hereby formally accept the position of [Job title] with [Name of the company] and will be joining on [Joining date] at [Joining time].
I am genuinely grateful, and thank you for allowing me to work in your prestigious organisation. As mentioned in the offer letter, I accept the offered annual CTC of Rs.[Amount].
As required, I shall report working on [start date]. I am enthusiastic to begin work in this new position and look forward to meeting the team and developing a symbiotic relationship with the company.
I have mentioned my mobile number and email ID for your reference.
Yours Sincerely,
Please find the attached documents for your reference, and feel free to reach out if you need any further information.
- [Title of Document 1]
- [Title of Document 2]
More Tips to Nail the Joining Letter Format
Before you begin writing in the perfect joining letter format, you should take a detailed look at the offer letter. After that, follow the following steps:
- Thoroughly review the job offer and understand the company policy and terms of employment. Then, comply with any specific instructions from the recruiter while drafting your joining letter.
- Give out all your contact details and your complete name and address, and ensure that all information you provide is relevant, accurate, and not obsolete.
- Include the recipient’s full name, job position, official address, contact details, or any other relevant details in your joining letter, and add an appropriate salutation for the recipient.
- Add a subject line that indicates acceptance. It is also equally important to express your gratitude for the offer and thank the recipient for selecting you for the given position. Expressing gratitude shows you value your new employment and job role.
- Make sure to proofread your draft to fix minor errors that might have crept in despite the best efforts. Reading out loud is an effective technique to spot spelling errors or grammatical errors and make sure your letter is easily readable. Format the letter professionally and use a simple font like Arial or Times New Roman at size 12.
- Make sure to keep the joining letter comprehensible, evading unsuitable terminologies and language use. However, do look out for linguistic errors.
- Send your acceptance letter within the deadline. A quick confirmation from the company to make sure your letter has been received is a good idea.
- If you can’t accept the offer in the present form and want to renegotiate any terms, specify it in your acceptance. Renegotiate a condition only when it is a non-negotiable clause for you. Don’t forget to express your gratitude for the offer to showcase your interest in accepting the offer.
With practice and tweaking, you’ll draft all your joining letter format to perfection. For the rest, check out CodeQuotient School of Technology to make your place in the flourishing tech industry.
Also read: Why is Project-Based Learning Key to Driving Placement Rates?
