A joining report is a short form that records the day an employee started work, or came back from leave or an assignment, signed by the employee, the line manager and HR. This page has three versions: new joiner, return from leave and return from assignment. Type the details straight into the report and pick the dates; the days of absence or assignment are counted in the text.
The report states the name, job title, the joining date in Gregorian and Hijri and the type of return, and carries three signatures. In the sample, leave started two weeks ago and the employee is back today, so 14 days of absence go against the leave balance.
How to use the joining report template
- Pick the tab: New joiner for the first day after hiring, Return from leave, or Return from assignment.
- Type the company name and the employee's name where they appear in the report.
- Pick the start date and, for a return, the first day of the leave or assignment; the number of days appears.
- Switch to Advanced mode to add the employee number, line manager, contract start date and a ready-made note, or to change to short wording.
- Download the report, sign it with the manager and hand it to HR on the same day.
What a joining report is and when to use it
The joining date is the day the employee actually starts working, which can differ from the date the contract was signed or the start date written in it. That is why companies in Saudi Arabia keep a signed joining report at two points: the first day after hiring, and the first day back after any approved long absence.
Two examples: an accountant signs the contract at the start of the month but joins two days later after finishing notice with a previous employer, so the joining date is the one used for attendance. An employee comes back from sick leave, and the return to work form closes the leave and fixes the day she was back. In Advanced mode on the New joiner tab, enter the contract start date and the gap to the joining date appears; in the sample it is two days.
What goes into a joining report
| Item | What to write |
|---|---|
| Company name | At the top, with your logo if you add one in Advanced mode. |
| Employee details | Name as on the ID or iqama, job title and department as in the contract, employee number. |
| Type | New joiner, return from a named type of leave, or return from an assignment and its destination. |
| Joining date | The actual day back at work, in Gregorian and Hijri, not the day the form was written. |
| Days | Days of leave or assignment for a return, and any days late. |
| Notes | Medical report attached, late without notice, or an allowance claim. |
| Signatures | Employee, line manager and HR. |
A joining report for a new employee states that the employee joined after completing the hiring process and that this date starts pay and length of service. The usual errors are a date copied from the contract instead of the real first day, and a job title that differs from the contract.
Return to work after leave
For a return from annual, sick, emergency or unpaid leave, choose the type, the first day of leave and the return date. Days of absence = return date − first day of leave: leave from the 1st of the month with a return on the 15th is 14 days, deducted from the balance or recorded under that leave type.
In Advanced mode, enter the last day of approved leave and the form counts the days late. In the Three days late example, the approved leave ended four days ago and the employee is back today, so the delay is 3 days. For sick leave, choose the Medical report attached note and attach the report. The Return from assignment tab works the same way; the sample is an assignment to the Dammam branch lasting 10 days, with a note to submit the allowance claim.
Joining date, pay and length of service
Wages are earned for work done, so the first salary is based on the joining date rather than the contract date unless agreed otherwise in writing. If your company counts a month as 30 days, an employee on SAR 9,000 who joins on the 21st is paid 10 days for that month, SAR 3,000. Service for the end-of-service award also runs from the actual joining date, so this report stays relevant for years.
You can download the joining report in Word from the Download Word button to put it on your letterhead, or as a PDF to print and sign. The blank form button gives you the report with empty lines to fill in by hand.
Common mistakes
- Writing the contract date instead of the actual first day, so days not worked get paid.
- Signing the form weeks after the return, so the real date is lost and lateness is hard to prove.
- Leaving out the leave type, so nobody knows which balance the days come from.
- A return from sick leave with no medical report attached.
Regulatory notes
Annual leave and its balance are in Article 109 of the Saudi Labor Law, sick leave in Article 117, and service for the end-of-service award follows the same law. Check the current text with the Ministry of Human Resources and Social Development and your company's work regulations before applying any penalty for late return.
When the start date differs from the contract date
Microtec's ERP accounting system serves businesses in Saudi Arabia and includes an HR module that keeps employee records, joining dates and leave in one place.
Frequently asked questions
Who signs the joining report, the employee or the manager?
All three: the employee confirms the day they reported, the line manager confirms they actually started, and HR signs on receipt. A report with one signature is weak evidence if the date is ever disputed.
Is the joining report kept in the employee file?
Yes. The signed original goes in the employee file next to the contract, and attendance and leave balances are updated from it. It is the reference for the first salary and the end-of-service award.
What if the employee returns late from leave?
In Advanced mode, enter the last day of approved leave; the days late appear on the form. Choose the Late return note, and handle the delay under your company's work regulations.
Is a new joiner report different from a return to work form?
Yes. The new joiner report says the employee started after hiring and that pay and service begin that day. The return form names the leave type, its first day and the days of absence.
Is there an Arabic version of this joining report?
Yes. The Arabic page has the same three versions in Arabic with masculine or feminine wording, in Word and PDF; the link is below the template above.