How to Write an Email to HR for a New Job Joining Date (with Templates)

After receiving an official job offer letter email from HR, you will want to reply to the offer letter to confirm your joining date at your new job.

While you can always call HR and confirm your new job start date, it is usually better to send a formal email to give a reply to your job offer.

When you write an email to HR regarding joining date, keep your confirmation email short and simple.

Here are a few best email templates for you to ask about the joining date.

How To Write Email About Joining Date?

Creating an email to HR or your future employer needs to be professionally written and should show your sincerity and excitement about joining the company.

Email format for joining date

• A subject line that shows the reason for your email.
• Address your receiver (HR or Employer’s Name).
• Short self-introduction, which includes your name, interview date, and what job are you being offered in the company.
• Tell me what is the reason for your email.
• Tell me what you want to do regarding your joining date or lack of it.
• Closing.

Writing your subject line when emailing HR about a new job joining date

The subject line for your email should be concise yet informative. You can consider including information such as:

• Your full name
• The position you’ve been hired for
• Proposed joining date or the purpose of your email.

Here are some good example for the subject line of your email:

• “[Your Name] – [Job Title] – Job Acceptance Conformation.”
• “[Your Name] – [Job Title] – Proposed Joining Date.”
• “[Your Name] – [Job Title] – Postpone of Joining Date.”
• “[Your Name] – [Job Title] – Early Joining Date Suggestion.”

With a clear and concise subject line for your email, it will help HR to quickly identify the purpose of your email.

General tips when writing emails regarding the joining date

• Always check for grammatical errors and spelling mistakes before sending.
• Address your receiver humbly and respectfully.
• Show excitement in taking up the new role in your new company.
• Show initiative to be prepared for new challenges.
• Keep it short and straight to the point.
• Don’t forget to show your thanks at the end of the email.

Email For Accepting A Job Offer

Responding to a job offer email requires you to be clear and concise in your email reply.

The job offer acceptance email should be written as early as possible when you have confirmed your decision. This email is a written consent by the candidate so that the HR of the company can proceed to the next step of the recruitment process.

The email should be short, clear and straight to the point on “acceptance with gratitude” or “declining the offer with an explanation”.

Things you may want to talk about in your email are:

• Confirmation of job offer acceptance.
• Thank and show appreciation for being selected for the job.
• Ask for any information required to make the onboarding process smooth.

Email for accepting job offer by confirming joining date sample

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Email To Confirm The Joining Date

Responding to the confirmation email of your joining date is not only polite but essential.

The joining date confirmation email to HR is written by the candidate who has received the job offer letter from the company. This email should be short and straight to the point where it replies to the HR of the company regarding the date of joining.

This is also the opportunity to ask HR any questions that may help you to prepare for your onboarding process as well.

Things you may want to talk about in your email are:

• Confirmation of joining date.
• Company’s dress code
• Documents to prepare
• Travel arrangements

Joining Date Confirmation Email to HR (Template)

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Email To Enquire About The Joining Date If Not Mentioned In An Offer Letter

The offer letter should clearly state your joining date, the time you need to report to the office, and the address of the office where you will be reporting on your start date.

But occasionally, the offer letter you received does not have the joining date mentioned, when this happens, you may want to email HR and enquire about your joining date.

Joining Date Enquiry Email to HR (Template)

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Email For Postpone Joining Date

Asking for a postponed joining date to a new employer is common and acceptable in most cases. Just give a call or send an email to HR and ask for an extension on your start date. Express your excitement to join the company, but explain to them your current situation.

When should you send an email to postpone your joining date? 

You should give a call or send an email to postpone your joining date immediately after you received the information about your joining date, which is usually stated in your confirmation letter.

Unless your situation leaves you with no choice, be careful of requesting for delayed joining date if it is just a week before joining. Otherwise, they may proceed to look for someone else who is more suitable for the position.

The best excuse to postpone the joining date

Here are some of the commonly acceptable excuses for postponing the joining date.

Personal reasons for postponing joining date

• Relocation arrangements. This requires more time for you to settle into the area where your future company is.
• A planned vacation. You booked all the necessary tickets and hotels before you received your offer letter.
• Health reasons. A health issue that may hinder you from performing your best in your new job. (PS. Be very careful when you are using this reason, some companies may decide not to hire you due to your health reasons.)

Professional reasons for postponing the joining date

• You are required to serve a notice period of a certain length of time before you can join a new company.
• You want to leave your current company in good form.
• You want to have sufficient time to hand over the projects you are currently doing to your colleagues.

Tip for your email for postponing the joining date

When sending your email, try to use subject lines such as, “Request to extend joining date”.

Do not use subject lines such as, “Request to postpone joining date” or “Request to delay joining date”.

Although these subject lines mean the same, the latter gives a negative tone which is not preferred.

Joining Date Postpone Email (Template)

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Email For Early Joining Date

Asking for an early joining date is not uncommon for new employees. If you want to join a company earlier than the date stated in the confirmation letter. You may write an email to HR for joining the company at an earlier date.

Simply state your reasons and the date you wish to join.

Common reasons for requesting an early joining date

Personal reasons for requesting an early joining date:

• You have canceled your planned vacation and are currently available to start your new job on an earlier date.
• You have recovered from your health issues and are able to start your job on an earlier date.
• You are able to complete your relocation arrangement earlier than expected, thus you are able to join the company on an earlier date.
• You do not currently have a job and are looking forward to starting your job early.

Professional reasons for requesting an early joining date:

• Early dismissal from your previous job.
• Finish serving your notice period for your previous job.

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Email for early joining date (Template)

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Frequently Asked Questions (FAQs)

When you are sending emails to HR regarding your joining date, there are a few frequently asked questions which you may want to take note of.

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