Appointment Letter vs. Joining Letter: Key Differences Every Employer Must Know
An appointment letter is the formal offer confirming job terms, salary, and start date; a joining letter is the candidate’s written acceptance that seals the deal.
HR teams draft both, yet send the appointment letter first. Candidates often label their reply a “joining letter” because that’s literally when they join—so the two documents blur in everyday speech.
Key Differences
Appointment letter: issued by employer, contains role, pay, and policies. Joining letter: drafted by candidate, confirms acceptance and start date. One proposes, the other accepts.
Which One Should You Choose?
Use an appointment letter when you’re hiring. Expect a joining letter from the hiree. Keep templates for both in your HR toolkit to avoid back-and-forth confusion.
Examples and Daily Life
Monday: CEO emails an appointment letter to Riya. Wednesday: Riya replies, “I accept,” attaching her joining letter. HR files both before her laptop is even issued.
Can an email count as a joining letter?
Yes, if it clearly states acceptance of the terms and the start date, an email holds the same legal weight as a paper letter.
Who keeps the original appointment letter?
Both parties retain a signed copy; HR archives the original for compliance, the employee keeps one for personal records.