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

A joining letter is issued by the employer to confirm the employee’s joining date and role. A joining report is written by the employee to inform the employer that they have joined duty. This tool has a template for each.

What is the difference between a joining letter and an appointment letter?

An appointment letter sets out the terms of the job: salary, probation, notice period and other conditions. A joining letter is shorter and records that the employee has joined on a particular date, referring back to the appointment letter for the terms.

Can I edit the letter in Word?

Yes. Click "Download Word" to get a .docx file you can open and edit in Microsoft Word, Google Docs or LibreOffice. "Download PDF" gives a ready-to-print copy.

Which documents are usually submitted on joining?

Commonly: educational certificates, relieving and experience letters from the previous employer, recent salary slips, PAN and Aadhaar copies, photographs and bank details. The list in the tool is a starting point. Edit it to match what your company actually asks for.

Is a joining letter made here valid?

The tool gives you the format. A joining letter is valid when the employer actually issues it: on company letterhead, signed by an authorised person and stamped. Use it only for genuine employment documents with real details.

Is my data saved or uploaded?

No. The letter is built in your browser and the PDF and Word files are created on your device.

Joining Letter Generator: Employer Letter or Employee Joining Report

Choose the letter you need. HR teams can issue a joining letter that confirms the joining date, role, reporting manager and documents to submit. New employees can write a joining report to tell HR or their manager they have joined duty. Fill in the details, check the live preview, and download a PDF or an editable Word file.

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Is this the right letter tool?

Confirming an employee’s joining date and role

Use the employer’s joining letter template.

Telling your new employer you have joined duty

Use the joining report template.

Offering a job with salary and CTC details

That is an offer letter, which includes the salary breakdown.

Offer letter generator

Full terms of employment (salary structure, probation, notice)

That is an appointment letter.

Appointment letter generator

Adding your company logo or a digital signature

The letter has a text letterhead only. Print it on your letterhead, or edit the Word file to add a logo.

Features

Two templates: the employer’s joining letter and the employee’s joining report
Live preview as you type
Download as PDF or as an editable Word (.docx) file
Optional appointment letter reference, reporting manager, reporting time and place of work
Editable list of documents to submit or attach
Forenoon / afternoon option for government and PSU joining reports

Who uses it

HR teams and founders

Confirm a new hire’s joining in writing, with who they report to and which documents HR still needs.

New employees

Submit a joining report on your first day, as many government offices, PSUs, banks and schools ask for.

Small businesses without HR software

A clean, consistent format without starting from a blank page each time.

Joining letter or joining report: which one do you need?

Two documents share the name

A joining letter is usually written by the employer. It confirms that the employee has joined (or will join) on a given date, in a given role, and often says who they report to and which documents to hand in.

A joining report is written by the employee. It tells the employer, "I have joined duty on this date". Government departments, PSUs, banks and many schools and colleges ask new staff for one on the first day.

Where it fits among other HR letters

Before joining: the offer letter proposes the job, and the appointment letter sets out the full terms.
On joining: the joining letter or joining report records the actual joining date.
After probation: a confirmation letter confirms the employment.
On leaving: the relieving letter and experience letter.

Making it official

This tool creates the text and layout. A joining letter becomes an official document when the company issues it: printed on the company letterhead, signed by an authorised person and stamped. A joining report should be signed by the employee. Use it for genuine employment documents only, with real details.