Last updated: 9 November 2026
- Joining letter vs offer letter vs appointment letter
- What to put in a joining letter
- 8 copy-ready samples
- Joining-day documents checklist
- The joining email to your new team
- Mistakes to avoid
- Most private companies now take the joining report on an HR portal or onboarding form; many government offices, PSUs, banks and schools still want a signed paper joining report.
- In government jobs, your joining date (forenoon or afternoon) can decide your seniority and pay date, so write it exactly.
- Keep your UAN ready: your new employer links the new PF account to it so your old balance moves with you.
- Under the labour codes notified on 21 November 2025, employers must issue an appointment letter to every employee; your joining report usually refers to it.
Sources: Code on Social Security, 2020; OSH Code, 2020; EPFO member portal guidance.
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People mix these three up. Two come from the employer; the joining letter comes from you.
| Offer letter | Appointment letter | Joining letter / report | |
|---|---|---|---|
| Who writes it | Employer | Employer | You (the employee) |
| When | After you clear interviews | Before or on joining day | On joining day (or when you accept) |
| Purpose | Offers the job, CTC and joining date | Confirms the job with full terms and conditions | Confirms you have reported for duty |
| Length | 1–2 pages | 3–10 pages, with clauses | Half a page |
| Legal weight | An offer; can be withdrawn | Your main employment contract | A record of your start date |
| What you do | Accept by email or sign | Read every clause, then sign | Sign and hand to HR |
If you haven't seen these yet, read our offer letter format and appointment letter format guides. Some companies send an "offer-cum-appointment letter" that does both jobs.
What to put in a joining letter
| Part | What to write | Example |
|---|---|---|
| Date | The day you submit it | 1 December 2026 |
| To | HR head, manager or principal, with office address | The HR Manager, BluePeak Software, Bengaluru |
| Subject | Joining report + post | Joining report – Software Engineer |
| Reference | Offer / appointment letter number and date | Letter no. BPS/HR/2026/418 dated 12 Nov 2026 |
| Joining date | Exact date; forenoon or afternoon for government jobs | 1 December 2026 (forenoon) |
| Documents | What you are submitting | Relieving letter, ID proof, certificates |
| Signature | Name, signature, phone | Rohit Sharma, 98XXXXXX21 |
Keep it to half a page. HR files it; nobody reads a long one.
8 copy-ready joining letter samples
Replace the names, dates and reference numbers. For government and bank jobs, follow the exact format in your joining instructions if one is given; the samples here show what those usually look like.
1. Joining report to HR (standard, on joining day)
To The HR Manager BluePeak Software Pvt Ltd Whitefield, Bengaluru Date: 1 December 2026 Subject: Joining report – Software Engineer Dear Sir/Madam, With reference to your appointment letter no. BPS/HR/2026/418 dated 12 November 2026, I hereby report for duty as Software Engineer in the Payments team from today, 1 December 2026 (forenoon). I have submitted the documents listed in the joining checklist. Please let me know if anything else is needed. Thank you. Yours sincerely, Rohit Sharma Mobile: 98XXXXXX21
2. Acceptance-cum-joining letter (before joining)
To Ms. Anjali Rao HR Business Partner Crestline Retail Ltd, Mumbai Date: 15 November 2026 Subject: Acceptance of offer and confirmation of joining date Dear Ms. Rao, Thank you for the offer of Assistant Store Manager at a CTC of ₹6.2 LPA, as per your letter dated 12 November 2026. I accept the offer and its terms. I confirm that I will join on Monday, 7 December 2026, at the Andheri West store. I have resigned from my current role and my last working day is 4 December 2026. I will bring my relieving letter and other documents on the joining day. I look forward to working with the team. Yours sincerely, Karan Mehta
3. Fresher joining letter
To The Manager – Talent Acquisition Northwind Technologies Ltd, Pune Date: 5 January 2027 Subject: Joining report – Graduate Engineer Trainee Dear Sir/Madam, As per your offer letter dated 20 October 2026, I report for duty as Graduate Engineer Trainee (Batch 2026) from today, 5 January 2027. I have completed my B.Tech (Electronics) from VIT Pune with 8.1 CGPA. My degree certificate is yet to be issued, so I am submitting the provisional certificate and all semester mark sheets. I will submit the final degree as soon as I receive it. Thank you for this opportunity. Yours faithfully, Sneha Kulkarni
4. Experienced professional joining letter
To The Head – Human Resources Avanti Finserv Pvt Ltd, Gurugram Date: 4 January 2027 Subject: Joining report – Senior Credit Manager Dear Sir, With reference to appointment letter no. AFS/2026/HR/933 dated 25 November 2026, I report for duty as Senior Credit Manager, effective today, 4 January 2027. I am enclosing my relieving letter and experience letter from my previous employer, Mahindra Finance, and my last three payslips. My UAN is 1010XXXXXX45; please link my new PF account to it so my earlier balance stays in one place. Yours sincerely, Vikram Singh
5. Government / PSU joining report
To The Deputy General Manager (HR) [Name of PSU / Department] [Office address] Date: 2 December 2026 Subject: Joining report in pursuance of offer of appointment no. [number] dated [date] Sir/Madam, In pursuance of the above offer of appointment, I hereby submit my joining report for the post of Assistant Engineer (Civil) on 2 December 2026 (forenoon). I am submitting the following documents: 1. Original certificates for verification and self-attested copies 2. Medical fitness certificate from the authorised medical officer 3. Attestation form and character certificates (two) 4. Caste certificate in the prescribed format (if applicable) 5. Relieving order / No Objection Certificate from my present employer 6. Undertaking and bond as prescribed I request you to kindly accept my joining report. Yours faithfully, (Signature) Name: Ramesh Yadav Roll / Registration No.: [number] Address: [address]
6. Teacher joining letter (school)
To The Principal St. Mary's Senior Secondary School Lucknow Date: 1 April 2027 Subject: Joining report as TGT (English) Respected Ma'am, With reference to the appointment letter dated 15 March 2027, I hereby join as Trained Graduate Teacher (English) from today, 1 April 2027. I am submitting copies of my B.A., B.Ed. and CTET certificates, my Aadhaar and PAN, and two passport-size photographs. I am ready to take up classes and duties assigned to me. Thank you. Yours obediently, Pooja Srivastava
7. Bank joining letter (PO / clerk)
To The Chief Manager (HR) [Bank name], Zonal Office [City] Date: 1 February 2027 Subject: Joining report – Probationary Officer Sir/Madam, With reference to your letter of offer no. [number] dated [date], I report for duty as Probationary Officer at [branch / training centre] on 1 February 2027. I am submitting the original documents for verification, the medical fitness certificate, the signed service agreement / indemnity bond as required, and my bank account details for salary credit. Yours faithfully, Aarti Nair Roll No.: [number]
8. Request to extend the joining date
Subject: Request to extend joining date – Karan Mehta, Assistant Store Manager Dear Ms. Rao, Thank you again for the offer. My current employer has asked me to complete a store audit before I leave, and my relieving date has moved from 4 December to 18 December 2026. Could I request to join on 21 December 2026 instead of 7 December? I have attached my manager's email confirming the new relieving date. If an earlier date is critical, I can ask whether part of my notice can be bought out. I remain very keen to join and I'm sorry for the change. Regards, Karan Mehta 98XXXXXX77
Joining-day documents checklist
Carry originals plus two sets of self-attested photocopies. Ask HR in advance whether they need anything extra, such as a police verification form or a medical test report.
| Document | Fresher | Experienced | Government / bank |
|---|---|---|---|
| Signed offer / appointment letter | Yes | Yes | Yes |
| Aadhaar and PAN | Yes | Yes | Yes |
| 10th and 12th mark sheets | Yes | Often | Yes (originals checked) |
| Degree / provisional certificate | Yes | Yes | Yes |
| Relieving letter | No | Yes | NOC / relieving order if employed |
| Experience letters | No | Yes | If claimed in the application |
| Last 3 payslips | No | Usually | Rarely |
| UAN and old PF details | No | Yes | If you were in EPF before |
| Bank account details (cancelled cheque) | Yes | Yes | Yes |
| Passport-size photos (4–6) | Yes | Yes | Yes |
| Medical fitness certificate | Sometimes | Sometimes | Usually mandatory |
| Caste / EWS / PwD certificate | No | No | If applicable |
Lost your UAN? Our guide on how to find your UAN number shows the quickest ways. Don't have your relieving letter yet? Tell HR on day one; most companies let you submit it within a few weeks. See our relieving letter format if you need to ask your old employer for it.
The joining email to your new team
Your manager will usually introduce you. If they ask you to write your own note, or if you join a remote team, keep it to five lines: who you are, what you'll work on, one human detail, and an offer to meet.
Sample: joining email to the team
Subject: Hello from Rohit – new on the Payments team Hi everyone, I'm Rohit, and I joined today as a Software Engineer on the Payments team. I spent the last three years at a fintech startup building UPI and card integrations in Java and Spring Boot. I'll be working on the refunds service with Neha. Outside work I play badminton and am always looking for a weekend game. I'd love a quick 15-minute chat with each of you over the next two weeks, so I'll send a few invites. Thanks for the warm welcome! Rohit
Short version for Slack or Teams
Hi team, I'm Kavya. Joined today as Inside Sales Executive for the North region. Before this I sold SaaS to SMEs for two years at a Delhi startup. Looking forward to learning how you run demos. Chai on me this Friday!
Your first-week reply to HR
Sample: confirming documents after day one
Hi Anjali, Thank you for a smooth first day. I've filled the onboarding form, uploaded my documents and shared my UAN. The only pending item is my relieving letter, which my previous employer will issue by 15 December. I'll send it as soon as I get it. Regards, Karan
Mistakes to avoid
| Mistake | Fix |
|---|---|
| No reference to the offer or appointment letter | Quote its number and date |
| Wrong or vague joining date | Write the exact date; add forenoon/afternoon for government jobs |
| Joining without a relieving letter and not telling HR | Tell HR on day one and give a date |
| Not sharing your old UAN | Share it so a new UAN isn't created |
| Signing documents you haven't read | Read the appointment letter first; ask about bond and notice clauses |
| Emailing a delay request after the joining date | Ask as soon as you know, with proof |
One more tip: keep a scanned copy of your signed joining report. If there's ever a question about your start date, for gratuity, leave or seniority, it's your proof.
FAQs
What is a joining letter?
A short letter or report you give HR on your first day confirming that you have reported for duty on a given date, with a reference to your offer or appointment letter.
Who writes the joining letter, the company or the employee?
The employee. The company issues the offer and appointment letters; you submit the joining report.
Is a joining letter the same as an appointment letter?
No. The appointment letter is the employer's document with your terms and conditions. The joining letter is your confirmation that you've started work.
How do I write a joining letter for a fresher?
Address HR, quote your offer letter, state your post and joining date, list the documents you are submitting (provisional certificate and mark sheets if the degree is pending) and sign it.
What documents are needed on the joining day?
Usually the signed offer letter, Aadhaar, PAN, education certificates, photos and bank details. Experienced hires also need a relieving letter, payslips and UAN. Government jobs often add a medical certificate and attestation forms.
Can I join without a relieving letter?
Many private companies allow it if you submit it within a few weeks. Tell HR on day one and share the expected date.
How do I ask to delay my joining date?
Email HR as soon as you know, give the reason and a firm new date, attach proof if you have it, and confirm you still want the job.
What does forenoon and afternoon mean in a government joining report?
Forenoon means you joined before lunch on that date; afternoon means after. It can affect your seniority and the date your pay starts, so write it exactly.
Should I send a joining email to my team?
If your manager hasn't introduced you, yes. Keep it to five lines: who you are, what you'll work on, one personal detail and an offer to meet.
