Free report template · Word

Employee Joining Report

An employee joining report is a short formal record in which the new employee reports for duty on a specific date and time, and the reporting manager and HR confirm it. It fixes the official date of joining used for salary, probation, leave and gratuity calculations.

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[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,

[Employee Name]
Designation: [Designation]
Mobile: [Mobile Number]

Confirmation by Reporting Manager

Employee reported on (date and time)
Seat / workstation allotted
Initial work assigned
Shift / working hours

[Reporting Manager]
Designation
Date: [Date]

HR Acknowledgement

Employee ID allotted	[Employee ID]
Official date of joining recorded
Probation ends on
Joining documents received (Yes / No / Pending)

Verified by
[HR Name]
HR Department, [Company Name]
Date: [Date]

Copy to: Payroll, IT Administration, Admin / Facilities, Personnel File

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What this template includes

Exact date and time of reporting, which starts the service period
Reference to the appointment letter so the record links to the offer
Forenoon or afternoon joining, which affects first-month salary
Manager confirmation of posting and work allotted
HR acknowledgement for the personnel file
Distribution list so payroll and admin are informed

When to use it

When a new hire reports at the office or site on the first day
When an employee joins a new branch after a transfer
When a government-style or PSU-style organisation needs a formal duty report
When the joining date differs from the date in the offer letter

How to customise this template

1Insert the appointment letter reference number and date
2Choose forenoon or afternoon to match your payroll cut-off rule
3Add a site or shift field for plant and multi-location teams
4Route copies to payroll, IT and admin as listed in the footer

HR tips

Get the report signed on the joining day itself, not later
If the employee joins late in the day, record afternoon joining clearly
Keep the original in the personnel file and send a scanned copy to payroll
Use the same date across HRMS, PF registration and the appointment letter

For HR & hiring managers

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Frequently asked questions

What is a joining report?+

It is a document by which an employee formally reports for duty, stating the date and time of joining. The manager and HR countersign it to confirm the official joining date.

Who signs the joining report?+

The employee signs it first, then the reporting manager confirms the posting and HR acknowledges it for records.

What is the difference between a joining letter and a joining report?+

A joining letter is usually addressed by the employee to accept and confirm joining, while a joining report is a formal duty record countersigned by the manager and HR. Many companies use either one.

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 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.
Letter · Word
Employee Joining 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
[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
Form · Word
New Employee Information Form
Download .docx
[Company Logo][Company Name]
EMPLOYEE PERSONAL DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Purpose:
New record / Update of existing record
A. Identity
First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)
B. Family
Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children
C. Contact and Address
Form · Word
Employee Personal Details Form
Download .docx