HR letter library with ready templates

How it works

1. Open the Letters tab and pick a category, such as Appointment Letter or Experience Letter, from the grouped list.
2. Choose one of the styles offered for that category; each has its own layout and colour.
3. Pick the employee to auto-fill name, designation, department, joining date, employee ID, branch, company and pay figures from the record.
4. Adjust any filled value in the side panel if this particular letter needs something different.
5. Download the letter as a PDF or print it for signature.
6. To change the wording or look for good, duplicate a system template and edit the copy; system templates cannot be deleted.

What you can set

• Offer and onboarding: corporate, startup and internship offer letters; joining, appointment and confirmation letters.
• Employee lifecycle: promotion, increment, transfer, warning, termination, relieving, experience and resignation acceptance letters.
• Payroll and compensation: payslip template, salary revision, bonus and incentive letters.
• HR and compliance: NDA, confidentiality agreement, policy acceptance letter.
• Recruitment: interview call, selection and rejection letters.
• General: appreciation letter, achievement certificate, training completion certificate.
• Several styles per category, with edit, duplicate and delete for your own copies.
• Output: PDF download or print.

Why keep letters in the HR system

Letters typed from an old Word file carry old mistakes: last year's company address, the previous HR head's name or another employee's joining date left in by accident. Filling letters from the employee record removes the retyping. It matters most for letters with legal weight. Under the OSH Code an appointment letter must be issued to every employee, and relieving and experience letters are what a leaving employee needs for the next job. Sample wording for common letters is in the HR letters section.

Worked example: an appointment letter in Kochi

Rahul Menon joins the Kochi branch of an electronics retailer on 5 October 2026 as a Sales Officer. HR opens the Letters tab, picks Appointment Letter and a plain corporate style, then selects Rahul. His name, designation, department, joining date, employee ID, branch and pay figures fill in from his record. HR checks the pay against his offer, downloads the PDF, prints two copies and gets them signed on his first day. The signed copy is scanned and uploaded to his documents as the appointment letter, which also fills the joining slot on his required checklist.

Making the library your own

A little set-up in the first week gives every letter your company's voice and saves rework later. Spend an hour with the templates you use most, match them to your standing orders and policies, and every later letter comes out the same way from every branch.

• Duplicate one template per letter type and edit it to match your standing orders and policies.
• Keep one approved style per category so letters look the same across branches.
• Upload the signed copy to the employee's documents after printing.
• Review offer and appointment templates whenever the salary structure or notice rules change.

Frequently asked questions