Free letter template · Word

Employee Joining Letter

An employee joining letter is written by the new hire to the company on the first day, confirming that they have joined, accepting the terms of the appointment letter and listing the documents handed over. It gives HR written proof of the joining date and acceptance.

Editable Word (.docx)
Made for India
14 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

JOINING LETTER

Date:: [Date]
Place:: [Work Location]

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

Subject: Letter of Joining as [Designation]

Dear Sir / Madam,

I am pleased to inform you that I have joined [Company Name] as [Designation] in the [Department] department today, [Date of Joining], in accordance with your appointment letter no. [Reference Number] dated [Date].

I have read and understood the terms and conditions stated in the appointment letter, including probation, notice period of [Notice Period] and the compensation of [CTC] per annum, and I accept them. I also agree to abide by the company's policies, code of conduct and service rules as amended from time to time.

I confirm that I have been relieved by my previous employer and have no obligation that prevents me from taking up this employment. I am submitting the following documents with this letter:

Signed copy of the appointment letter
Relieving letter / experience certificate
Self-attested copies of educational certificates
PAN card copy and masked Aadhaar copy
Bank account details with cancelled cheque
Passport-size photographs (2)

I look forward to contributing to the team and request you to take my joining on record.

Yours sincerely,

[Employee Name]
Mobile: [Mobile Number]
Email: [Email ID]

Received by
[HR Name]
HR Department
Date: [Date]

Download Word (.docx) — free

What this template includes

Reference to the appointment letter to tie acceptance to specific terms
Clear statement of joining date and role
Acceptance of company policies and code of conduct
Confirmation that previous employment has ended
List of documents submitted as an audit trail
Signature and contact details of the employee

When to use it

On the first day after receiving the appointment letter
When the company asks for written acceptance of service rules
When an employee joins on a date other than the one originally agreed
When rejoining after a long break or sabbatical

How to customise this template

1Fill in the appointment letter number and date
2Edit the documents list to match what your HR actually collects
3Add a line about bond or training agreement if one applies
4Ask the employee to sign in ink or with a valid e-signature

HR tips

Keep the tone simple; the employee is confirming facts, not negotiating
Make sure the joining date matches the joining report and HRMS
Do not let the employee back-date the letter
Attach it to the personnel file with the signed appointment letter

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

How do I write a joining letter to HR?+

Address it to the HR Manager, mention the appointment letter reference, state the date and role you have joined, accept the terms and list the documents you are submitting. Sign and date it.

Is a joining letter the same as an appointment letter?+

No. The appointment letter is issued by the company with terms of employment; the joining letter is written by the employee to confirm joining and accept those terms.

Can a joining letter be sent by email?+

Yes, many companies accept a signed scanned copy or an email confirmation, but keep a signed copy in the personnel file where your policy requires it.

All 50 joining & new employee documents →

[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
Download .docx
[Company Logo][Company Name]
JOINING REPORT
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The HR Manager
[Company Name]
[Company Address]
Subject: Joining Report – [Designation], [Department]
Sir / Madam,

With reference to appointment letter no. [Reference Number] dated [Date], I hereby report for duty as [Designation] in the [Department] department at [Work Location] on [Date of Joining] in the forenoon / afternoon at [Time].
I have read and accepted the terms and conditions of my appointment. I am submitting my joining documents along with this report and request you to take my joining on record.
Yours faithfully,
Report · Word
Employee Joining Report
Download .docx
[Company Logo][Company Name]
WELCOME LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Employee Address]
Subject: Welcome to [Company Name]
Dear [Employee Name],
On behalf of everyone at [Company Name], I am delighted to welcome you to the [Department] team as [Designation]. We were impressed by your experience during the selection process, and we are confident you will make a real difference to our work.
Your first day is [Date of Joining]. Please report at [Time] to [Company Address], where [HR Name] from HR will receive you at the reception. Our office dress code is [Dress Code].
Letter · Word
Employee Welcome Letter
Download .docx
[Company Logo][Company Name]
INTRODUCTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Client / Vendor Contact Name]
[Designation]
[Client / Vendor Company Name]
[Address]
Subject: Introduction of [Employee Name], [Designation]
Dear [Client / Vendor Contact Name],
We are pleased to introduce [Employee Name], who has joined [Company Name] as [Designation] in our [Department] team. With effect from [Date], [Employee Name] will be your primary point of contact for [orders / account management / supplies / service requests].
[Employee Name] brings [number] years of experience in [industry / function] and has been fully briefed on our relationship with [Client / Vendor Company Name], including current orders, open issues and agreed terms.
Letter · Word
New Employee Introduction Letter
Download .docx
[Company Logo][Company Name]
JOINING FORMALITIES CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation / Department:
[Designation] / [Department]
Date of Joining:
[Date of Joining]
HR Owner:
[HR Name]
A. HR – Documentation
- Signed appointment letter received
- Joining form filled and signed
- Original documents verified and copies retained
- Background verification consent signed
- Nominee and family details declarations collected
- Personnel file opened
B. HR – Statutory
- UAN obtained or existing UAN collected and linked
- Internal PF declaration signed and EPFO formalities initiated
- ESIC registration done (if eligible)
- Gratuity nomination collected
- Entry made in statutory employee register
C. Payroll
Checklist · Word
Joining Formalities Checklist
Download .docx
[Company Logo][Company Name]
PRE-JOINING CHECKLIST
Candidate Name:
[Candidate Name]
Designation:
[Designation]
Offer Accepted On:
[DD/MM/YYYY]
Expected Date of Joining:
[Date of Joining]
Stage 1: Offer Closure (D-30 to D-15) – Recruiter
- Signed offer letter received
- Resignation from current employer confirmed
- Last working day at current employer noted
- Joining date agreed in writing
Stage 2: Documents and Verification (D-15 to D-7) – HR
- Pre-joining document list sent
- Scanned PAN, masked Aadhaar and certificates received
- Background verification consent signed
- BGV initiated with agency or in-house team
- Previous UAN collected
Stage 3: Readiness (D-7 to D-2) – IT, Admin and Manager
Checklist · Word
Pre-Joining Checklist
Download .docx
[Company Logo][Company Name]
FIRST-DAY JOINING CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Reporting Time:
[Time]
Buddy:
[Buddy Name]
9:30 – 10:00 | Arrival – Reception and Security
- Name on visitor / joiner list
- Temporary pass issued
- Received by HR representative
10:00 – 11:30 | HR Formalities – HR
- Originals verified and returned
- Joining form and declarations signed
- Appointment letter copy signed
- Photograph taken for ID card
11:30 – 12:30 | IT Set-up – IT Team
Checklist · Word
First-Day Joining Checklist
Download .docx
[Company Logo][Company Name]
EMPLOYEE DOCUMENTATION CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Audit Date:
[Date]
Part A: Pre-Hire Records
- Application / resume
- Interview evaluation sheets
- Signed offer letter
- Reference and background verification report
Part B: Joining Records
- Signed appointment letter
- Joining form and joining report
- PAN copy
- Aadhaar (masked copy)
- Address proof
- Educational and experience certificates
- Photographs and signature specimen
- Bank account details
Part C: Statutory Records
Checklist · Word
Employee Documentation Checklist
Download .docx