application letter to join a company

45,000+ students realised their study abroad dream with us. Take the first step today

Here’s your new year gift, one app for all your, study abroad needs, start your journey, track your progress, grow with the community and so much more.

Verification Code

An OTP has been sent to your registered mobile no. Please verify

Thanks for your comment !

Our team will review it before it's shown to our readers.

• How-To Guides /

How to Write a Joining Letter? Free Samples

• Updated on  
• Nov 18, 2023

Getting selected for a job is not always about receiving an appointment letter as there are various additional documents you need to submit to your employer. One such document is the joining letter. A well-crafted joining letter can help you make a great impression in front of your employer and the company. If you are someone who has recently been selected for a job profile or are looking for effective tips on how to write a joining letter then this blog will provide you with the essentials of how to write a joining letter along with elaborating on its format through adequate samples!

This Blog Includes:

What is a joining letter, essential steps for writing a professional joining letter, joining letter format , joining letter for a new employee, joining letter for school teacher job, joining letter for bank employee, joining letter after leave, joining letter after transfer in govt. employee, how to write a joining letter, joining letter: things to include, joining letter vs appointment letter, difference between offer letter and joining letter , important tips on writing a joining letter.

A joining letter is a very important letter in all of our lives! A joining letter is a letter for the selected candidate, expressing his/her desire to the willingness and desire to accept the job. Such a letter is usually written to the company’s owner. The tedious task of a job hunt comes to an end when you write and submit a joining letter. When a company selects a candidate for the post they wanted, the company sends an employment letter, and upon receiving it, the candidate has the freedom to accept or reject the job. For all such landmark moments in your life, it is very important to know how to write a joining letter. 

Also Read: How to Crack an Interview

• Use a Formal Format Follow a professional letter format with your address, date, recipient’s address, subject line, and salutation.
• Start with Acceptance Confirmation Clearly state your acceptance of the job offer, referencing your position and the company name.
• Mention Joining Date Confirm your agreed-upon start date in a straightforward sentence.
• Express Gratitude Show appreciation for the opportunity and trust in hiring you.
• Clarify Job Details if Needed Briefly restate your role, department, and any previously discussed arrangements.
• Maintain a Professional Tone Keep the language respectful and positive, showcasing professionalism.
• Close with a Positive Note End with excitement for the role and a commitment to contribute meaningfully.
• Sign the Letter Use a formal closing phrase like “Sincerely,” and include your full name and signature.
• Review for Clarity and Errors Proofread the letter to ensure clarity, correct dates, and grammar.
• Submit Properly Submit as a PDF via email if not specified otherwise, with a clear subject line (e.g., “Joining Letter – [Your Name]”).

These pointers will help you create a polished and professional joining letter, confirming your start with confidence.

Joining Letter plays a significant role in big business houses, companies and the job sector. Before joining the organization, new employees ranging from teachers, professors, and freshers to engineers need to submit the joining report in order to get their salary, benefits and performance report procedure started. Here is the Joining Letter format: 

Here is a format sample for a joining letter for a new employee:

After receiving an appointment letter, we are sure you’d be searching for samples to understand the techniques of how to write a joining letter.

Also Read: Declaration in Resume for Freshers

At times, some existing employees take paid or duty leaves for certain purposes. To inform the management about the same, one can send a joining report. The format of which has been mentioned below:

Related Read: How to Write an Experience Letter?

If you are govt. an employee who has been transferred, here is a sample joining letter format you can use:

Joining Letter

Date: ________ To, The Manager _________ (Name of the Branch & Department) _________ (Address) Subject: Joining Letter Dear Sir/Ma’am, With reference to my transfer from the _______ Branch/Division, _______ Departmentdated ______. I will report on duty from _______ (date). My joining report may kindly be accepted. Thank you, Yours Sincerely, _______ Position Signature Contact Number

There are some important points to remember while drafting an official letter because we often find difficulty in composing a good and effective letter. This happens due to the lack of clarity and inefficiency. Written communication skills to draft business and employment letters have become an absolute need for making our opinions or message more persuasive. Here are a few things you must ensure while drafting a joining letter:

• Ensure that your highlighted points are brief.
• Keep it relevant and coherent.
• Avoid the use of inappropriate language, jargon, and technical phrases.
• Proofread for any grammatical and spelling errors.
• Use a formal and communicative tone and language.
• Presentation of the joining letter should be followed by subject matter, salutation, body, complementary closures or signatures, designation, and enclosures if needed.

Below listed are important points that need to be clearly mentioned in the joining letter.

• Name of the receiver, designation, and address.
• Subject and reference number, if your offer letter has the letter number.
• Attach the required documents and mention them in the enclosure column.
• Mention the documents that you may not be able to submit on an immediate basis.

Check Out: Job Application Letter

Before understanding the format of a joining letter through a sample, it is important to understand what all details have to be incorporated in the letter.

• The letter should begin with the date and address of the person to which the letter has to be sent.
• This is followed by the salutation
• In the next line, the subject of the letter has to be mentioned.
• It is followed by the main body and a suitable conclusion.
• Attach the enclosures, if any.

Recommended Read: How to Handle Tough Interview Questions with Ease

Both appointment and joining letters play an important role in the process of recruitment but are entirely different from each other. An appointment letter is an official document provided by the company to the candidate who has been offered the job profile. It contains all the relevant details related to the job like the responsibilities, the designation of the candidate, salary annexure, incentive plans, probation period, rules and regulations, leave policies, etc. The probation period generally lasts up to 3-6 months or can even be extended to 1 year, depending upon the company. If the candidate is able to meet the expectations of the company, then they are confirmed for the job. This shows that the appointment does not necessarily mean confirmation . It is only confirmed once the candidate successfully completes the probation period in the company.

On the other hand, a joining letter is submitted by the shortlisted candidate to the company stating as proof of acceptance of the job offer and the particular date of joining. Along with a lot of paperwork and other formalities, the candidate is asked to submit a joining letter in a predefined format. 

Appointment Letter Format

As discussed, the purpose of an appointment letter is to provide the selected candidate all the relevant information pertaining to his duties and profile. Enlisted are the key points which are mentioned in the appointment letter:

• Job Title/Designation
• Job and Profile Description
• Commencement of Employment
• Salaries and Perks
• Working Hours

Format of a Joining Letter

A joining letter begins with a signed letterhead addressed to the person in charge or the manager. Such a person could be anyone who has been approved by the HR Administrator. This person has the authority to hire the candidate. If the candidate writing the joining letter has the location of his/her office then he/she must make a copy of the dispatch and post the same to the firm. To clear your doubts on how to write a joining letter, you must know that its format must include –

• Address to where the letter is being sent
• Date of the issuing of the appointment letter
• The main subject of the letter
• Body and conclusion

Joining Letter for the Job of a School Teacher

Once you receive a letter of employment from the school you had applied to, you become a private member of the school. If you want to keep the details of how to write a joining letter at your fingertips, then you must keep these points in mind :

• Address of the school you are writing to
• Position and greeting
• Date and subject
• Body of the letter
• End it with a conclusion 

Recommended Read: Resignation Letter for Higher Studies

We have listed down some useful tips you must keep in mind while writing a joining letter:

• Ensure that you are adding all the right details regarding the address, designation and other crucial matters.
• Use a formal tone of writing and keep it professional throughout the letter.
• Don’t forget to add a relevant subject before the main body of content.
• Don’t be too extravagant while congratulating the new joining employee.
• Avoid using complex or long sentences that might confuse the reader.
• Keep the letter short and don’t overcomplicate but draft it in a simple and concise manner.

Explore related blogs below:

A Joining Letter is a letter of intimation written by the new employee to the employer and indicates the new employee’s willingness to accept the job offered by the employer.

The key elements you need while writing a joining letter are: 1. Date 2. Name of the Manager, Designation & Address 3. Subject 4. Greeting 5. The main body of content 6. A closing line like Yours Faithfully, Yours Sincerely, etc. 7. Your Name 8. Attach the documents required and mention them in the final enclosure column.

While writing a joining letter after transfer, the format largely remains the same but you must express your willingness to take up the new role and accept the transfer. You must follow a formal tone and keep the letter concise and coherent.

You can either e-mail a joining report to the concerned human resources branch or manager or you can directly submit the hard copy of your joining letter or report to the branch.

A joining letter is offered after you complete your probation period successfully

Address of the school you are writing to Position and greeting Date and subject Body of the letter End it with a conclusion

A joining letter should include your full name, the date of joining, job title, department, and any important details from the offer letter, such as work location. Express appreciation for the opportunity and confirm any pre-discussed terms.

Address it to the HR manager or the person you communicated with during the hiring process. Verify their name and title to ensure accuracy, or check with HR if uncertain.

A joining letter should be concise, ideally one page. Keep it clear and professional, covering only essential points like your acceptance, role, start date, and gratitude.

Generally, it’s best to avoid detailed questions in a joining letter. However, if necessary, ask brief clarifications on key aspects like start time or onboarding procedures.

Avoid informal language, excessive length, or irrelevant details. Ensure the start date matches the offer letter, use correct spelling and grammar, and don’t forget a professional closing.

Only include specific terms if previously discussed and agreed upon, like remote work or relocation support. Avoid renegotiating terms in a joining letter.

The tone should be formal and respectful. Use polite language, avoid colloquialisms, and maintain a professional tone throughout, as the joining letter represents your commitment to the role.

Mention specific reasons you’re excited to join the company and how you plan to contribute. Personalizing your enthusiasm shows genuine interest and commitment to the role.

How to Craft a Perfect MBA Fresher Resume?

Want to get the best career advice? Visit our career counseling  page now!

Team Leverage Edu

Leave a Reply Cancel reply

Save my name, email, and website in this browser for the next time I comment.

Contact no. *

Leaving already?

8 Universities with higher ROI than IITs and IIMs

Grab this one-time opportunity to download this ebook

Connect With Us

45,000+ students realised their study abroad dream with us. take the first step today..

Resend OTP in

Need help with?

Study abroad.

UK, Canada, US & More

IELTS, GRE, GMAT & More

Scholarship, Loans & Forex

Country Preference

New Zealand

Which English test are you planning to take?

Which academic test are you planning to take.

Not Sure yet

When are you planning to take the exam?

Already booked my exam slot

Within 2 Months

Want to learn about the test

Which Degree do you wish to pursue?

When do you want to start studying abroad.

January 2025

September 2025

What is your budget to study abroad?

How would you describe this article ?

Please rate this article

We would like to hear more.

• Knowledge Base
• Free Resume Templates
• Resume Builder
• Resume Examples
• Free Resume Review

In today's fiercely competitive job market, where countless resumes flood the inboxes of recruiters and hiring managers, how can you ensure that your application stands out?

The answer lies in the art of crafting a compelling application letter - a key weapon in your job-seeking arsenal that should never be underestimated.

Beyond being a mere formality, application letters act as your personal advocate, presenting your qualifications, experiences, and aspirations in a concise and persuasive manner.

While your resume showcases your skills and achievements, the application letter breathes life into those words, demonstrating your unique personality and genuine interest in the position.

But, what is a good sample of an application letter?

In this guide, we will unravel the secrets behind an outstanding application letter and provide you with various application letter samples for any position.

So, let’s dive in!

• What is a job application letter and why should you write one?
• How do you write an application letter?
• What are some outstanding application letter samples?
• What is a good application letter sample for a teacher?

What is a Job Application Letter and Why Should You Write One?

A job application letter, also known as a cover letter, is a formal document that accompanies a resume when applying for a job.

It serves as a more insightful introduction to the employer, providing an opportunity for you to express your interest in a specific job or position, and highlight your qualifications, experiences, and suitability for the role.

A well-written job application letter can significantly enhance a candidate's chances of securing an interview and ultimately landing the desired job. Here’s how:

Showcases Your Career Trajectory with More Details: While a resume provides a comprehensive overview of your education, work history, and skills, an application letter allows you to delve deeper into your qualifications and how you plan to leverage the same to help the company grow. By emphasizing these qualifications, job seekers can make a compelling case for their candidacy and demonstrate why they are the ideal fit for the role.

Demonstrates Motivation and Interest: A job application letter allows you to convey your enthusiasm and genuine interest in the position and the company. It provides an opportunity to explain why you are drawn to the organization, its mission, or its culture. By showcasing your passion and motivation, you can differentiate yourself from other applicants and leave a lasting impression on the employer.

Personalizes Your Application: A well-crafted application letter enables you to tailor your application to the specific job and employer. It allows you to address the hiring manager directly and explain why you are interested in the role. By customizing the letter, you can demonstrate their attention to detail, research skills, and understanding of the organization's needs.

Addresses Potential Concerns or Gaps: In some cases, job seekers may have certain concerns like career changes or gaps in their resumes that need addressing. An application letter allows you to explain any career transitions, employment gaps, or other circumstances that may require clarification. By proactively addressing these concerns, candidates can provide context and alleviate any potential doubts in the employer's mind.

Also Read: How to write a letter of intent for a job?

How Do You Write an Application Letter?

Given below are some highly insightful tips that will help you write an effective application letter for any position:

Tailor the Letter to the Specific Job Description

Carefully read and understand the job description to identify the key qualifications, skills, and experiences the employer is seeking.

Accordingly, tailor your application letter to highlight how your background aligns with these requirements. Doing so will significantly increase your chances of getting shortlisted.

Also, incorporate relevant keywords from the job description into your letter to demonstrate that you possess the desired qualifications and are a good fit for the position.

Also Read: What are the 4 types of request letters?

Research the Company

Familiarize yourself with the company's mission, values, products/services, and recent news or achievements. This information will help you tailor your letter to demonstrate your knowledge and genuine interest in the company.

You can check the company's presence on social media platforms, such as LinkedIn, Twitter, or Facebook, and look for recent updates, industry trends, or any other relevant information that can enhance your understanding of the company.

This can provide valuable insights that can be incorporated into your letter.

Use a Professional and Formal Tone

Follow a formal business letter format while writing your application letter and include a professional salutation and complimentary closing.

Ensure that the font, spacing, and alignment are appropriate and consistent throughout the letter.

If possible, address the letter to the hiring manager’s name rather than a generic "To Whom It May Concern." Avoid using slang, jargon, or overly casual language.

Also Read: How to address a cover letter without a name?

Proofread Carefully

Before submitting your application letter, proofread it multiple times to catch any grammatical or spelling errors.

Utilize software or online tools to help identify and correct any grammatical or spelling mistakes and check for consistency in formatting, punctuation, and verb tenses. Ensure that names, dates, and contact information are accurate.

Keep the Letter Concise

Limit your application letter to one page or less, focusing only on the most relevant information.

Highlight only the most notable achievements and qualifications that you possess in terms of the job description and focus them on describing how you plan on leveraging them to benefit the company.

Also Read: How to ask for a professional letter of recommendation?

Application Letter Sample

Given below are different versions of application letter samples for different purposes:

Scholarship Application Letter Sample

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Scholarship Committee Name] [Scholarship Organization] [Address] [City, State, ZIP Code]

Dear [Scholarship Committee Name],

I am writing to apply for the [Scholarship Name] offered by [Scholarship Organization]. I am honored to have the opportunity to compete for this scholarship and would like to express my sincere gratitude for considering my application.

As a senior pursuing a Bachelor's degree in [Your Field of Study] at [Your School Name], I have maintained a consistently high GPA, demonstrating my commitment to academic excellence. I am deeply passionate about [Your Field of Study] and aspire to make a significant impact in this field.

Beyond my academic achievements, I have actively engaged in community service and leadership activities. As a dedicated volunteer at [Community Organization], I have had the privilege of supporting and mentoring underserved youth, fostering their academic growth and personal development. I believe in the power of community involvement and aim to continue making a positive impact on society.

Receiving the [Scholarship Name] would greatly alleviate the financial burden associated with my education, allowing me to fully dedicate myself to my studies and pursue opportunities that enhance my professional growth. Moreover, it would serve as an affirmation of my potential and inspire me to continue striving for excellence in all my endeavors.

Thank you for considering my application. Enclosed, please find the required documents, including my academic transcripts, letters of recommendation, and a detailed resume, which provide further evidence of my qualifications. If there are any additional materials or information needed, please do not hesitate to contact me.

I am sincerely grateful for the opportunity to be considered for the [Scholarship Name]. Your support would not only contribute to my educational journey but also empower me to continue making a difference in my field and community.

Thank you for your time and consideration.

Sincerely, [Your Name]

Also Read: What is the best scholarship resume template that you can use in 2023?

Short Application Letter Sample for Any Position

[Recipient's Name] [Company Name] [Address] [City, State, ZIP Code]

Dear [Recipient's Name],

I am writing to express my keen interest in joining [Company Name] in any available position. I am impressed by the company's outstanding reputation and commitment to excellence, and I am confident that my skills and qualifications would make me a valuable asset to your team.

With a [number of years] of experience in [relevant industry/field], I have developed a strong foundation in [relevant skills/areas]. I possess a diverse skill set, including [specific skills or areas of expertise], which I believe would be highly beneficial in contributing to the success of [Company Name]. Additionally, I am a quick learner with a strong work ethic and a passion for delivering exceptional results.

Throughout my career, I have consistently demonstrated my ability to [mention key achievements or responsibilities that align with the company's needs]. I am adept at [specific tasks or responsibilities], and I have a proven track record of [mention relevant accomplishments or projects]. I thrive in fast-paced environments and excel at collaborating with cross-functional teams to achieve common goals.

I am excited about the possibility of joining [Company Name] and contributing to its growth and success. Enclosed is my resume, which provides further details about my qualifications and experiences. I would welcome the opportunity to discuss how my skills align with the needs of [Company Name] and how I can contribute to your team.

Thank you for considering my application. I look forward to the opportunity of discussing my candidacy further.

Also Read: How to find a job you love in 2023?

Application Letter Sample for Teacher

[Principal's Name] [School Name] [Address] [City, State, ZIP Code]

Dear [Principal's Name],

I am writing to apply for the position of teacher at [School Name], as advertised on [source of job posting]. I am excited about the opportunity to join your esteemed educational institution and contribute to the academic and personal development of students.

With [number of years] of experience in the field of education, I am confident in my ability to create a stimulating and inclusive learning environment. I am passionate about fostering a love for learning and supporting students in reaching their full potential.

Throughout my career, I have had the privilege of teaching students at various grade levels, including [mention relevant grade levels or subjects]. I have a solid understanding of curriculum development, lesson planning, and instructional strategies that cater to diverse learning styles. I strive to create engaging and interactive lessons that encourage critical thinking, creativity, and active participation.

In addition to my teaching experience, I am proficient in incorporating technology into the classroom to enhance student engagement and facilitate a dynamic learning experience. I stay updated with the latest educational advancements and continuously seek professional development opportunities to further enhance my skills as an educator.

I am eager to contribute to the exceptional reputation of [School Name] and work alongside a team of dedicated professionals who share the same passion for education. Enclosed is my resume, which provides further details about my qualifications, certifications, and accomplishments.

Thank you for considering my application. I would welcome the opportunity to discuss my candidacy further and demonstrate my commitment to educational excellence. I am available for an interview at your convenience.

Also Read: How to write a compelling cover letter?

FAQs on Application Letter Sample

• Is an application letter a formal letter?

Yes, an application letter is a formal letter that follows a specific format and tone. It is typically used to apply for a job, internship, scholarship, or admission to an educational institution, and requires professional language and structure.

• What is an application writing format?

An application writing format typically includes a formal salutation, an introduction stating the purpose of the application, body paragraphs providing relevant information or qualifications, and a conclusion expressing gratitude and willingness for further communication. It is important to maintain a professional tone, use proper grammar and punctuation, and follow any specific guidelines or requirements provided by the recipient.

• How do you start a formal application?

To start a formal application, begin with a professional salutation, such as "Dear [Recipient's Name]," or "To whom it may concern." Follow the salutation with a concise and clear introduction that states the purpose of the application and captures the recipient’s attention.

Visit Hiration’s ChatGPT powered career activator platform with 24x7 chat support to get expert assistance with any of your career-related queries. If you have any questions, you can also reach us at support{@}hiration.com.

Share this blog

Subscribe to Free Resume Writing Blog by Hiration

Get the latest posts delivered right to your inbox

Stay up to date! Get all the latest & greatest posts delivered straight to your inbox

Is Your Resume ATS Friendly To Get Shortlisted?

Upload your resume for a free expert review.