Joining Letter & Joining Report Generator

By the MuftTools.in teamUpdated October 2026How we check

Joining letters and joining reports, in one place

Starting a new job, coming back after leave, or moving to a new office on transfer all need a short letter on paper. In a private company it is usually called a joining letter: you accept the offer and confirm the date you will join. In government offices, schools and colleges it is called a joining report (कार्यग्रहण रिपोर्ट): you tell the head of office, in writing, that you took charge of your post on a particular date. The office uses it to start your attendance, service book and salary from the right day.

This generator writes both, in English or Hindi. Choose who is writing, pick the letter, fill in a few details and the letter appears on an A4 page as you type.

There are five formats:

• Joining letter (accepting the offer): from the employee to HR, with the offer or appointment letter number and date, and the date you will join or have joined.
• Joining report (new appointment): for your first day at a new post, often asked for by government departments and schools.
• Joining report after leave: after earned, medical, maternity, child care or any other leave, with the leave dates, number of days, sanction order and a medical fitness certificate line.
• Joining report after transfer: with the transfer order number and date, the office you were relieved from and the date of relieving.
• Confirmation of joining: from the employer to the employee, confirming the joining date, designation, employee ID and reporting manager, on your letterhead.

How to use the joining letter generator

1. Choose who writes it. "Employee" for a joining letter or joining report, "Employer" for a confirmation of joining. Then pick the letter and the language.
2. Employee details. Your full name, post or designation, and optionally your employee ID or code, department and mobile number. In Hindi, also choose male or female so the verbs read correctly.
3. Addressed to. Pick The HR Manager, The Principal, The Head of Office, The Branch Manager or The District Education Officer, or type any other officer. Add the name of the organisation, school or office and its address or city.
4. Joining details. Enter the date of joining and, for government formats, whether you joined in the forenoon or afternoon. Add the appointment, leave or transfer details the letter asks for.
5. Attachments. List the documents you are handing over, one per line. After medical leave the fitness certificate is added for you; after a transfer you can add the relieving order.
6. Sign and download. Add a signature image if you like, or sign the printout by hand. Download the PDF or Word file, or print it.

What goes into a joining report

Part	Example
Addressed to	To, The Principal, Government Senior Secondary School, Rampur
Date	The date you hand it over, usually your joining date
Subject	Joining report after earned leave / on transfer / for the post of TGT Mathematics
Reference	Appointment, transfer or leave sanction order number and date
The statement	"I have resumed my duties as TGT Mathematics on 3 November 2026 (forenoon)."
Request	"Kindly accept my joining report and allow me to resume my duties."
Signature block	Your name, designation, employee code and mobile number
Enclosures	Copy of the order, relieving order, medical fitness certificate

Joining report after leave

When you come back from leave, the office needs to know exactly when you resumed, so your leave account and salary are right. Mention the type of leave, the from and to dates and the number of days. The tool counts the days for you, with both the first and last day included; type over it if your office counts differently. Add the leave sanction order if you have one.

After medical leave, most offices ask for a medical fitness certificate from your doctor along with the joining report. Choose "Attached" and the letter says so, and the certificate is listed under Enclosures. If you rejoin before your leave ends, use "Change the wording yourself" in step 3 to add a line saying you are cutting the leave short.

Joining report after transfer

A transfer has two halves. Your old office relieves you, usually with a relieving order, and your new office records your joining. The joining report links the two: it quotes the transfer order number and date, says which office relieved you and when, and gives the date you took charge at the new office. Attach a copy of the relieving order and the transfer order if your new office asks for them. If your rules allow joining time between the two dates, your new office will check it against these dates.

Tips and common mistakes

• Use the exact dates from your orders. A wrong order number or date is the most common reason a joining report comes back.
• Forenoon or afternoon matters in government offices. Joining in the afternoon can mean the next day counts as your first day of duty. If you are unsure, ask the office clerk which to write.
• Use your department's form if it has one. Some departments and universities print their own joining report form. Fill that in; this letter can go with it as a covering letter.
• Keep a receiving copy. Print two copies and ask the office to sign or stamp one as received, with the date. It is your proof of the date you joined.
• Accepting an offer? Read the offer or appointment letter first. Your joining letter says you accept its terms, so raise any question before you sign.
• For HR teams: the employer's confirmation of joining goes on your letterhead. Turn on "Print on a letterhead" in step 3 to add your logo, address and colour, and add a signature and stamp image if you use them.

Hindi joining report

Choose हिन्दी and the letter switches to the usual government and school style: सेवा में, विषय, महोदय/महोदया, सविनय निवेदन है कि… and भवदीय or भवदीया above your name. Leave types read अर्जित अवकाश, चिकित्सा अवकाश, आकस्मिक अवकाश, मातृत्व अवकाश and so on, and the time of joining reads पूर्वाह्न or अपराह्न. You can type your name and the office name in Hindi or English. The PDF keeps the Hindi text sharp, so it prints cleanly.

Leaving a job rather than joining one? Use the resignation letter generator. HR teams can issue offer and appointment letters with the offer letter generator and experience or relieving letters with the experience letter generator. For leave itself, there is the leave application generator.

Joining report formats

• Joining report format after leave
• Joining report in Hindi