How to Write an Email Confirming the Joining Date

As a HR or hiring manager, getting a confirmation from the candidate or potential joiner about their joining date is a critical step in the onboarding process.

This information can help you better plan for their arrival and close the hiring loop.

In this blog post, we will look at what are the key considerations when writing a joining date confirmation email, best practices when writing one, and a sample email template that you can modify and use based on your needs. So let us get started.

Tips to Remember

• When writing the email confirming the joining date, ensure that the details you are confirming on are accurate so that there are no miscommunications with the candidate which could have repercussions.
• Give clarity on why you are reaching out to confirm the date so that the candidate does not overthink the email and is at ease. Unclear emails can be a source of anxiety for job seekers.
• Use positive language in your email. Like instead of asking if the candidate is aware of the start date of his employment, just state the start date with a statement like “Writing this to confirm your start date at [Start Date].
• Share communication avenues with the candidate and give him/her options to contact you. Ensure that you explicitly mention the communication window since unclear messaging might lead to calls/messages during non-working hours.

Best Practices

• Write a clear subject line that conveys the crux of the email and helps put the candidate at ease but indicates that it is important enough to read and respond to.
• Express excitement on having the candidate join the company and make them feel welcome in the new organization. This will keep the candidate maintain a positive outlook on the company.
• State the official details about the candidate’s employment and confirm the same assertively so that there are no ambiguities. This is a better approach than testing the candidate’s awareness on the details.
• Share the onboarding schedule with the candidate so that they can prepare ahead of time be it in the form of documentation, clarifying schedules, training programs, etc.
• Show gratitude to the candidate for choosing your company/ team and how positive the rest of the team is about them joining them in the mission.

Sample Email Template Confirming the Joining Date

Subject Line: [Candidate’s Name]: Joining Details Confirmation

Dear [Candidate’s Name],

Hope you are doing well. We are incredibly excited to have you join us as [Position].

I am writing this email to confirm that your joining date would be [Joining Date].

Please be at the office by [Time]. Here are some more details on your joining day:

• Address: [Office Address/Zoom Link (if remote)]
• Schedule: [Share the First Day Schedule]

• Reporting Manager: [Name of the Manager]
• Manager’s Email: [Email of Manager]
• Manager’s Phone Number: [Phone Number of Manager]

• Human Resources POC: [Name of the HR POC]
• Human Resources POC’s Email: [Email of HR POC]
• Human Resources POC’s Phone Number: [Phone Number of HR POC]

If you have any further questions feel free to reach out by replying to this email or if you are more comfortable, you can directly reach out to your reporting manager or HR Point of Contact.

Once again, we are super excited to have you onboard.

Regards,

[Your Name]

[Your Designation]

Conclusion

With the above mentioned best practices, helpful hacks and the sample email template for confirming the joining date of a candidate, you are well equipped to communicate in this scenario.

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