Employee details in letters
Name, designation, department, joining date, salary heads, CTC, notice period, manager and more are filled in from the employee's record. You can add your own variables for anything else your letters need.
When drafts are made
| Letter | Drafted automatically when |
|---|---|
| Appointment | An employee is added |
| Confirmation | The probation end date arrives |
| Increment | A salary is revised |
| Relieving, experience and full and final | The full and final settlement is paid |
| Offer and any other letter | Only when HR issues it |
Drafts wait in Letters until HR opens them and chooses Check and issue. Importing employees and salaries from Excel does not create letters for old data.
Saved to the employee record
Every letter issued is saved as a PDF in the employee's documents, visible to HR and admin, so the full history is available at audit or exit.
Frequently asked questions
Can we use our existing letter wording?
Yes. Paste your current letters in as templates and replace the names and figures with fill-ins, or upload a Word draft and its blanks become fields.
Can we have different templates for different staff?
Yes. A template can be limited to certain designations or departments, for example a separate appointment letter for sales staff.
Can employees see their HR letters?
Yes. Issued letters appear under My letters for the employee.
Are letters made automatically?
You choose per template: made by hand, or drafted automatically when an employee is added, confirmed, given an increment or leaves. Drafts are not issued until HR checks them.