Last updated: October 27, 2026
After you receive an appointment order, the next step is to write your joining letter. In many private offices it is a short letter to HR. In government departments it is often called a joining report. This guide explains the joining letter format in Pakistan, with two free samples that you can copy and edit.
Please note: This is a general guide. Every employer has its own rules, so follow the instructions in your offer or appointment letter first.
What Is a Joining Letter?
A joining letter tells your employer that you accept the job and will start on a certain date. It is usually sent after the offer letter or appointment order, and it often goes with your documents. HR keeps it in your file.
What to Include in a Joining Letter
| Part | What to write |
|---|---|
| Date | The date you write the letter |
| Receiver | Name and designation, such as the HR Manager, with the company name |
| Subject | “Joining letter for the post of [post name]” |
| Reference | Date and number of the offer or appointment letter |
| Joining date | The exact date and time you will start |
| Thanks | One short, polite line |
| Signature | Your name, CNIC number and contact number |
Sample 1: Joining Letter for a Private Job
Date: ____________
The HR Manager,
[Company name],
[City]
Subject: Joining letter for the post of [post name]
Dear Sir or Madam,
With reference to your offer letter dated [date], I am pleased to accept the post of [post name] in the [department] department. I will join the office on [joining date] at [time] as requested.
I have attached copies of the documents asked for in the offer letter. Thank you for this opportunity, and I look forward to working with your team.
Yours sincerely,
[Your full name]
CNIC: [number]
Mobile: [number]
Sample 2: Joining Report for a Government Job
Date: ____________
The Head of Office,
[Department name],
[City]
Subject: Joining report
Sir,
With reference to your appointment order No. [number] dated [date], I have reported for duty on [date] (forenoon / afternoon) as [post name] (BPS-[grade]). Kindly accept my joining report.
Yours obediently,
[Your full name]
[Father’s name]
CNIC: [number]
Some departments have a fixed form and a fixed process, for example, the report may need to go through a particular officer. Follow the instructions in your appointment order.
Tips for Writing a Good Joining Letter
- Keep it to one page, in clear and polite language.
- Check the joining date against your offer letter and your notice period at the old job.
- Do not discuss salary in this letter. Use a separate email for that.
- Keep a signed copy for yourself.
- If you are leaving another job, read our guide on the resignation letter format.
Documents to Take on the First Day
Take your CNIC, degrees and mark sheets, photographs and experience letters. If you do not have an experience letter format yet, see our guide on the experience certificate format. For the full list, read documents required for government jobs.
Frequently Asked Questions
What is the difference between a joining letter and a joining report?
A joining letter is the term used mostly in private jobs. A joining report is used in government departments to say that you have reported for duty.
Do I need to send a joining letter by email?
Follow the offer letter. Many employers ask for an email, while others ask for a signed paper copy on the first day.
Can I change my joining date?
You can ask politely, with a reason, before the date. The employer decides.
Should I write the joining letter in English or Urdu?
English is common for offices, but follow the language your employer uses.
Final Words
A joining letter is short, but it is your first written message to your new employer, so keep it clear and polite. Use the samples, change the details and follow the instructions in your appointment order. For more career tips in Pakistan, keep visiting EarnExpertHub.
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