Joining letter

Use this on your first day in a new job, or when you return after long leave, to report in writing that you have joined duty.

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To The HR Manager, [Company or Office Name], [City] Date: [Date] Subject: Joining report Dear Sir/Madam, With reference to your appointment letter number [Reference Number] dated [Date of Appointment Letter], I accept the post of [Your Designation] on the terms stated in it. I am reporting for duty today, [Date of Joining], in the [forenoon/afternoon]. I am submitting copies of my documents as listed in the appointment letter. I thank you for this opportunity and assure you of my sincere work. Yours sincerely, [Your Name] Mobile: [Mobile Number]

When to use this letter

Use this on the day you report for a new job, a transfer or a return from long leave. In government offices and in many schools, colleges and companies, the joining report is the paper that starts your service and your salary from that date. Private companies with online onboarding may not need it; ask HR.

Before you send it

Quote the number and date of your appointment letter. It ties your joining to the offer.
Government and many private offices record whether you joined in the forenoon or afternoon. Keep that line.
Hand it in and ask for a signed copy for your own file.

What to attach

Copies of the documents listed in the appointment letter
Passport-size photographs, if asked

How to send or submit it

Hand it to the HR or administration officer on arrival, with the documents listed in your appointment letter. Ask for a signed and dated copy and keep it with your appointment letter for as long as you work there.

Mistakes that get it sent back

The joining date in the letter differs from the date in the appointment letter, with no approved extension.
The appointment letter number or date is quoted wrongly.
Documents named in the appointment letter are missing.
Signature missing, or the name is not as it appears on your certificates.

This is a general format, written by us, to save you time. If the company has its own printed form, use that form. Last checked: 11 November 2026.

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