20+ Joining Letter Samples – PDF, DOC

There are many people who try and apply for a specific position in the companies that they wish to work for. In the event that they do get chosen for the job, it’s important that they are able to learn all about the details in regards to what it is that they’re expected to do.

This means that the company is responsible in providing them with this information. One of the best ways of doing so is by sending the candidate of employment a joining letter. And that’s why this article is going to teach you all that you need to know in order to come up with a proper joining letter.

Software Company Joining Letter Sample

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Size: 276 KB

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Project Manager Staff Joining Letter Sample

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Size: 411 KB

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Business Development Staff Joining Letter in DOC Sample

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Size: 32 KB

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Sales Representative Employment Joining Letter Sample

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  • PDF

Size: 112 KB

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Executive Assistant Employment Joining Letter Sample

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Size: 3 KB

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Employment Joining Letter Template Sample

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Size: 8 KB

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Employment Joining Letter Sample

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Size: 3 KB

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Marketing Executive Employment Joining Letter Sample

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Size: 3 KB

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Simple Employment Joining Letter Sample

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Size: 16 KB

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Business Analyst Staff Joining Letter Sample

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Size: 59 KB

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Volunteer Manager Staff Joining Letter Sample

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Size: 29 KB

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Temporary Employment Joining Letter

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Size: 9 KB

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Part-Time Employment Joining Letter

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Size: 9 KB

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School Teacher Staff Joining Letter Sample

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  • PDF

Size: 6 KB

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Faculty Employment Joining Letter

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Size: 103 KB

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Administrative Assistant Joining Letter

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  • PDF

Size: 131 KB

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Simple Staff Joining Letter in DOC Sample

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Size: 3 KB

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Company Joining Letter Sample

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Size: 75 KB

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Pharmaceutical Company Joining Letter Sample

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Size: 13 KB

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Construction Company Joining Letter Sample

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Size: 4 KB

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What Is the Purpose of the Joining Letter?

Remember that the reason as to why a joining letter is made and sent is so that the candidate knows that  he or she has been chosen for the position that has been applied for. Those who are lucky enough to be able to receive this type of letter will have the option as to whether to accept the position offer or not. The basis of the decision will depend entirely on the details that have been provided in the letter.

So basically, if the candidate has any questions regarding the position offered that needs to be answered, the he or she will simply need to look at the contents of the letter before making the important decision.

What Information Should be Presented in the Joining Letter

Now that you’ve learned the purpose of the this type of letter, then the next step is for you to know exactly what it should contain. Remember that the candidate receiving this type of letter will want to know exactly what the job being offered entails, meaning that it’s going to be your responsibility to ensure that the information is provided.

So the following are the thing that you will have to include:

The Position Title

Right from the very beginning, you will need to point out the type of position that’s being offered to the candidate. This is to let him or her know that whatever position he or she applied for is the one that’s being offered. And it’s the reason why you have to make sure that you know the exact title of the position as you don’t want any type of confusion or misleading information. Also, this is so that the candidate that has been chosen will have an idea as to what duties and responsibilities he or she will have to fulfill.

Just be sure to include the complete title and you shouldn’t have to worry about any problems regarding the matter.

The Type of Employment

Should you offer the job to a worthy candidate, you also have to consider the type of employment that or she will be receiving. Take note that there are 3 different types: full time, part-time, and temporary. Each of them have their own unique circumstances in the sense that they can differ in terms of the tasks that need to be done or the amount of hours that they have to work.

A full time employee gets to enjoy the regular benefits that one would expect from working in a company, and the employee has to work the standard number of working hours in order to enjoy them. A part-time employee only has to work half the required number of working hours, but that can lead to him or her not enjoying most of the benefits that a regular employee would have. And lastly, a temporary employee is one that has a limited time with the company, and has specific benefits that could differ from both part and full time employees.

You’re going to have to point out the type of employment the candidate receives as he or she if what is being offered is what was applied for. Take note that there’s always the possibility that the company may want to change the type of employment before the offer is finalized, meaning that this has to be stated within the letter.

The Details of the Role’s Compensation

It’s here that you are going to have to provide all of the information that one is going to need in regards to how much the company is going to pay for the services provided for the role being offered. This is where candidates would usually look towards the amount of salary that one can make is usually the basis in which the decision to accept the offer or not is made.

You’ll want to point out the amount of roles’ annuals salary followed by the be the role’s base pay. This is to give the candidate and idea as to how much he or she can make given enough time spent in the company. It’s important that you don’t make any mistakes when it comes to writing down the figures in the letter as you want the candidate to know the exact amount he or she can make.

Once that’s done, then the next step is for you to write down the payment schedule. This is when the candidate can be expected to get paid should he or she decide to accept the position. You’re going to have to be very clear as to when the candidate can expect the salary to come in. Is it going to happen on a bi-weekly basis? Weekly? Monthly? You have to decide. Again, you have to be clear as to when the salary can be withdrawn by the employee.

For example, you can state that the salary comes in at the 5th and 20th of every month.

You should also mention details regarding overtime pay. You need to know if your company even allows overtime pay or not. Once you’ve figured it out, then state it in the letter. Also, you need to point out other related mattes such as how much overtime pay one can earn and how it will be calculated.

And lastly, you must provide information as to how the employee is to receive his or her salary. It is going to be via check? Will the money be deposited straight into the employee’s bank account? Or maybe the employee will be paid in cash? Decide on the best method before writing it down in the letter.

The Details Regarding the Benefits of the Position

Aside from the salary, the candidate will also want to know the benefits that come with accepting the job. And much like the information regarding one’s salary, this will help the candidate in making the decision as to whether or not he or she will accept the job. Take note that different companies offer different benefits, meaning that you need to know what yours is willing to give to its employees.

Here are a few examples of the standard benefits:

  • Sick leaves
  • Holiday leaves
  • Paid leaves
  • Health benefits
  • Dental benefits
  • Insurance (Depends on what is provided by the company)

Again, different companies offer different benefits so just make sure that you know what yours happens to offer and what the position is entitled to before writing it down in the letter.

The Starting Date

This is where you are going to have to provide the date in which the candidate is going to start working should he or she decide to accept the offer. It’s very important that you point out the date even if the candidate has yet to make the decision. This is because you want them to start as soon as possible so that the tasks that need to be done are conducted in a timely manner.

So it’s here that you will have to write down the complete date. Make sure that you are able to go with a format that the candidate is familiar with so that there’s no confusion in regards to when he or she should start should the decision to accept the offer is made. Also, do not forget to include the month, day, and year to ensure that the candidate knows the exact working date.

The Work Schedule

If you’ve already provided the starting date, then next is to share the work schedule. The candidate will want to know how many days and hours within a week he or she will need to work for the company, meaning that you will have to share the information. This is also to ensure that the candidate knows when he or she needs to be at work so that all of the tasks that need to be done that day are completed.

So first, think of how many days a week the candidate must work for the company. This will highly depend on the type of of employment being offered. Take note that different positions may have more or less working days than the standard amount, meaning that you’re going to have to do your research to figure it out. Once you’ve done so, then all you have to do is to simply write it down in the letter.

Next is that you want to point out the number of hours that the role will be required to work for. This is to let the candidate know when he or she is needed to come into the workplace and when the shift ends. This will depend on the type of employment as part-timers will only have to work half the amount of hours compared to full timers. Just know what type of employment the candidate is being offered and from there you should be able to determine how many hours of work he or she must put into the company.

The Location of Where the Work Will Take Place

It’s here where you will need to point out where exactly all of the work will take place. This is so that the candidate for employment will know exactly where to go on the day that work starts (assuming that he or she decides to accept the job offer).

So what you’ll want to provide first is the exact location of the company. It’s here that you will need to write down the company’s complete address, meaning that you must include details such as the street number, block number, etc. Then you have to provide the location of the workplace. This is where you will be sharing the name of the department that the candidate is expected to report to, as well as other information such as the floor or room number.

The Name of the Authority the Candidate Will Report To

In the event that the candidate decides to accept the job offer, then he or she will have a superior that needs to be reported to for work. This person is the one that will be in charge of overlooking the candidate’s performance and to ensure that he or she knows everything that there is to know about the company.

So what you will have to do is to provide the complete name of the person that the candidate will need to report to. Also, do not forget to include this person’s position title as that’s can help in easily help when it comes to identifying one’s superior.

The Offer Expiration Date

When a company offers a job to a candidate, there’s always that risk wherein the candidate may take too long to reply, resulting in time that’s wasted that could have been used for more productive matters. To prevent this from becoming an issue, companies give these candidates a limited amount of time in which they must provide their response. That way, the company won’t have to waste so much time waiting for a response instead of choosing someone who is ensured to provide work.

So it’s here that you will provide the exact number of the days that the candidate will be given in order to respond to the offer in a timely manner. You have to state that once the date has passed, the candidate is no longer entitled to the offer and that the company will move on to the next choice. This should create a sense of urgency that will compel the candidate to respond sooner.

Tips for Making the Letter

Now that you know what information should be in the joining letter, then there are still a few things that you can do to make it more professional and more inviting to the candidate.

So the following are things that you can decide to do:

  • Congratulate the candidate – Right from the start, it’s best that you are able to create a statement which congratulates the candidate for being chosen. This should give the candidate a sense of relief and it shows that the company actually has the time to consider congratulating their applicants. You shouldn’t go with the generic “We congratulate you…” statement as you’ll want to go with something that’s more creative, but still professional.
  • Explain why the candidate was chosen – This will let the candidate know that the company sees potential value in what he or she has to offer. Also, this points out what the candidate should continue to show and do should he or she decide to accept working for the company. It’s important that you go into detail in regards to what it is that the candidate has done right.
  • Provide a statement at the end of the letter that says you’re looking forward to working with the candidate – While you don’t necessarily have to do this, sometimes it’s best that you do as this can have a minor influence in helping the candidate decide as to whether or not to accept the offer. All you have to do here is to simply state that the company is looking forward to working with the candidate. Be straight to the point about this.
  • Check for any spelling or grammatical errors – Take note that this should be treated like a business document, meaning that you are going  to have to check for any errors that you are going to have to fix right away. It’s best that you go through the letter at least twice so that you can spot any grammar or spelling mistakes. If you do happen to find any, then correct them immediately.

Although making the letter won’t be easy, you’re going to have to do it if you found the perfect candidate. Be sure to make use of all the information above to help you make a proper joining letter.

In the event that you would like to learn how to come up with other types of letters, then all you have to do is to go through our site. It has many different articles, all of which should have the information that you’re going to need. Just be sure that you are able to read the ones you’ve chosen thoroughly so that you can make the most out of what you have to offer.

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