An Ultimate Guide for HR Letters and Templates
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Whether it’s a small or large organization, all have to use HR letters at various stages of their employees’ lifecycle. They are used while recruiting employees, during their increment, and when they leave the organization. The use of HR letters is an excellent opportunity for the organization to let their employees know that their organization cares for them. These letters are created carefully for each situation to ensure that they can be customized according to the organization’s needs. The HR department of the company is responsible for creating them and providing them to the employees. However, if you are not aware of the various kinds of HR letters, then keep reading this article to know the different types of frequently used HR letters in any organization.
Different Types of HR Letters
There is an HR letter for almost every single employee-related activity in the organization, but the following are some of the most frequently used HR letters by organizations:
Offer Letter
An offer letter is sent to a candidate after they’ve been selected for a position in the organization. It includes important details such as the job title, department, salary package, and benefits they’ll receive once they join. The letter helps the candidate clearly understand the terms of employment so they can decide whether to accept or decline the offer.
When an offer is made verbally, either in person or virtually, it is usually followed by this formal letter to confirm all employment details. The letter can be shared as a physical copy to be signed and returned or as an email with a digital signature option. It is always best to have written confirmation of the offer for future reference for both parties.
If you’re preparing one, here are the best offer letter templates you can use to create clear and professional communication with your new hires.
Confirmation Letter
A confirmation letter is a formal document given to an employee to confirm their position as a permanent member of the organization. It’s usually shared after completing the probation period of 3 to 6 months and includes all key details about the employee’s role and terms of employment.
This letter is an important milestone for both the company and the employee, ensuring clarity and avoiding future misunderstandings. You can also check out a ready-to-use confirmation letter format to easily create one for your employees.
Appraisal Letter
An Appraisal Letter is a formal yet encouraging document that recognizes an employee’s hard work and contributions to the organization. It’s usually shared after the performance review cycle whether monthly, quarterly, half-yearly, or annually and reflects the outcome of that evaluation.
This letter highlights an employee’s strengths, areas to improve, and constructive feedback to support their growth and motivation. You can also explore ready-to-use appraisal letter templates for employees to quickly create thoughtful and professional letters.
Increment Letter
An increment letter, often called a promotion letter, is given when an employee gets a raise or moves to a higher role. It usually includes the effective date, updated salary, and new responsibilities.
If you’re planning to write one, here are some increment letter templates to use that make the process simple and professional.
Relieving Letter
A relieving letter is a formal document that an employer gives to an employee who is leaving the organization. It confirms that the resignation has been accepted and that the employee has no dues pending with the company. Usually, this letter is issued along with the full and final settlement and an experience letter.
The relieving letter typically includes the employee’s joining and relieving dates, expresses gratitude for their contributions, and extends best wishes for future endeavors.
If you’re an HR professional or employer preparing one, here’s a relieving letter format to use that ensures all essential details are covered and maintains a professional tone.
Full and Final Settlement Letter
When an employee leaves the organization, they have to go through a full and final settlement process to ensure that all dues like unpaid salary, gratuity, leave encashments, PF, pension, etc., are paid to the employee by the organization, and this letter is given upon finishing the F&F process. You can also refer to our FnF settlement template to understand the standard format used by organizations.
This letter contains all the details regarding the payment made to the employee, along with a check attached to it for their last working month’s salary. It can be used by the organization in case of any dispute regarding salary from previous employees.
Internship Offer Letter
An internship offer letter is shared with candidates who have been selected for an internship role in the company. It confirms their selection and provides all the key details, including the department they’ll work in, their internship duration, start date, reporting manager, and stipend (if applicable). This letter helps the candidate clearly understand the terms of their internship so they can make an informed decision about joining.
If you’re preparing one, take a look at this internship offer letter format to create a professional and well-structured letter for your interns.
How factoHR Redefines HR Letter Management
factoHR’s Core HR platform simplifies HR letter management by enabling HR teams to generate various types of letters using dynamic templates and auto-fill features. With an integrated approach, it ensures accuracy, reduces manual effort, and streamlines overall HR documentation.
Below-mentioned points are some of the most useful features of the software’s letter management module.
- Generate letters in several formats using varied templates.
- Share letters to the candidates directly from the software and notify them via email.
- Schedule a time for sending letters to the candidates.
- Receive and store candidates’ responses in the software.
Apart from managing these letters, the software comes with features to help HR in recruitment, payroll, employee attendance, leave management, and more to make their work faster and easier.
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