Joining report format template
Copy the text below and replace everything in square brackets with your company details.
To
The HR Manager
[Company Name]
[Office or Branch Address]
Date: [Date]
Place: [City]
Subject: Joining report for the post of [Designation]
Dear Sir or Madam,
With reference to your offer letter no. [Offer Reference] dated [Offer Date], I hereby report for duty as [Designation] in the [Department] department at [Office or Branch Name] on [Date of Joining] at [Time] in the [forenoon or afternoon].
I confirm that I have been relieved by my previous employer, [Previous Employer Name], with effect from [Relieving Date], and that I am not in the employment of any other organization. The information I have given in my application and joining forms is true to the best of my knowledge.
I am submitting self-attested copies of the following documents, with originals shown for verification:
- PAN card and Aadhaar card
- Educational certificates: [List of Certificates]
- Relieving letter and experience letter from [Previous Employer Name]
- Salary slips for the last three months
- Bank account details: [Bank Name], account number [Account Number], IFSC [IFSC Code]
- UAN: [UAN, or write: I have not been a PF member before]
- Two passport-size photographs
My contact details are: mobile [Mobile Number], personal email [Email Address], and emergency contact [Name, Relationship, Mobile Number]. I request you to accept my joining and complete the formalities for my employee code, attendance and payroll.
Yours faithfully,
[Employee Name]
Signature: ____________
Mobile: [Mobile Number]
For office use
Joining accepted with effect from [Date of Joining] [forenoon or afternoon]. Employee ID allotted: [Employee ID].
Reporting Manager: [Manager Name], Signature: ____________
HR: [HR Executive Name], Signature: ____________
Date: ____________
What to include
Exact date and session of joining
Record the date and whether the employee joined in the forenoon or afternoon. The joining date drives salary for the first month, probation end, leave accrual and, years later, gratuity and the service length on the experience letter.
Reference to the offer or appointment
Quoting the offer or appointment reference ties the report to the terms the employee accepted, so there is no argument later about which version of the terms applied.
Declaration of relieving
A line confirming the employee has been relieved by the previous employer and holds no other job protects the company from dual employment and from claims that it hired someone still under notice.
Documents handed over
List the documents submitted and note that originals were seen. The list becomes the checklist HR uses to verify papers, open PF and ESI records and set up payroll.
Countersignature by manager and HR
The office-use block shows the report was accepted and by whom. In a branch or site, the local in-charge's signature is often the only proof of when the person actually started.
Common mistakes to avoid
- Accepting a joining report without the time or session, which confuses first-month salary.
- Letting the employee write a joining date different from the day they actually reported.
- Skipping the relieving declaration for experienced hires.
- Filing the report without the manager's countersignature, especially at branches and sites.
- Collecting originals and keeping them instead of returning them after verification.
Run it in ZeniaHR
ZeniaHR's self-onboarding link, in English, Hindi or Gujarati, collects much of what a joining report carries: personal, identity, bank and address details, along with a photo and copies of Aadhaar, PAN and bank proof. HR reviews the submission and approves it, rejects it or asks for changes, and approval creates the employee record with the joining date. That date then bounds the first month's paid days in Direct Payroll and starts the probation clock. Keep the signed joining report in the employee's documents as the dated record.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
What is a joining report?
A joining report is a short letter written by a new employee on the first day, reporting for duty against the offer or appointment reference. It records the date and session of joining, confirms relieving from the previous employer and lists the documents submitted. HR and the reporting manager sign it to accept the joining.
Who should a joining report be addressed to?
Address it to the HR manager or the head of the office where the employee reports, such as the branch manager, principal or plant head. In government and bank offices it usually goes to the controlling officer named in the appointment order. A copy goes to the reporting manager.
Is a joining report needed after a transfer?
Yes, many organizations ask for one when an employee reports at a new location after a transfer. It records the date the employee was relieved from the old office and joined the new one, which settles attendance, joining time for travel and any transfer allowance.
Is a joining report the same as a joining form?
No. The joining report is a letter reporting for duty. A joining form is a data sheet with personal, family, nominee, bank and education details. Many companies combine them on the first day, but keeping the report separate gives a clean dated record of when service began.