Format of Joining Letter and Resignation Letter-A Complete HR Guide for Hotels & Corporates

Proper documentation is the foundation of professional HR practices. Two of the most important documents in an employee lifecycle are the Joining Letter and the Resignation Letter. Clear formats help avoid disputes, ensure compliance, and maintain a positive employer–employee relationship.

This post explains what these letters are, when they are used, and provides standard formats that can be customized for hotels and corporate organizations.

What Is a Joining Letter?

A Joining Letter is issued by the employer to confirm:

• The employee’s date of joining

• Position and department

• Reporting authority

• Employment terms

It acts as official confirmation that the employee has joined the organization.

Purpose of a Joining Letter

• Confirms employment start date

• Serves as HR and payroll reference

• Required for audits and compliance

• Establishes reporting and role clarity

Standard Format of Joining Letter

JOINING LETTER FORMAT

Company Name

Company Address

Date: ___ / ___ / _____

To,

Employee Name

Address

Subject: Joining Letter

Dear Mr./Ms. __________,

We are pleased to confirm that you have joined [Company / Hotel Name] as [Designation] in the [Department] with effect from [Joining Date].

Your employment will be governed by the terms and conditions mentioned in your appointment letter dated [Date].

You will report to [Reporting Manager Name / Designation]. Your initial place of posting will be [Location / Hotel Name].

We welcome you to the organization and wish you a successful association with us.

Warm regards,

Authorized Signatory

Name & Designation

Company / Hotel Name

What Is a Resignation Letter?

A Resignation Letter is a formal communication by an employee stating their intention to leave the organization, mentioning:

• Last working day

• Notice period compliance

• Reason (optional)

Purpose of a Resignation Letter

• Formal exit communication

• Notice period tracking

• HR handover and clearance

• Legal and record reference

Standard Format of Resignation Letter

RESIGNATION LETTER FORMAT

Date: ___ / ___ / _____

To,

Reporting Manager Name

DesignationCompany / Hotel Name

Subject: Resignation Letter

Dear Sir / Madam,

I hereby submit my resignation from the position of [Designation] at [Company / Hotel Name], effective [Last Working Day], in accordance with my notice period of [Notice Period Duration].

I am thankful for the opportunities and support provided to me during my tenure. I will ensure a smooth handover of my responsibilities during the notice period.

Kindly accept my resignation and let me know the formalities required for my exit process.

Yours sincerely,

Employee Name

Employee ID

Designation

Department

Short & Simple Resignation Letter (Optional)

“I hereby resign from my position effective [date]. I will complete all handover responsibilities during my notice period. Thank you for the opportunity.”

Best Practices for HR & Management

• Always issue a joining letter on Day 1

• Keep resignation letters in employee file

• Acknowledge resignation in writing

• Mention last working day clearly

• Follow exit SOPs

Common Mistakes to Avoid

• Verbal resignation without written record

• No joining confirmation

• Incorrect dates

• Missing authorized signature

Hospitality Industry Tip

For hotels:

• Mention hotel name & unit clearly

• Specify shift or operational role

• Ensure compliance with labour laws

Clear joining and resignation letter formats protect both employer and employee. They reflect professionalism, transparency, and strong HR governance.

Strong HR documentation builds strong organizations.