Generate HR letters

Generate a letter in a few clicks. Pick a template and an employee, and merge fields like name, designation, joining date and CTC are filled in automatically.

Before you start

• You need hr.view to read and print letters, and hr.manage to create, share or delete them.
• At least one active template must exist. Ready-made templates are added for you: Offer, Appointment, Confirmation, Experience, Relieving, Salary Revision and Warning letters. See Create letter templates.

Steps

1. Go to Core HR → Letters ( open Letters).
2. Click Generate letter. You can also click Use on a template in the Templates tab.
3. Choose the Template and the Employee.
4. Optionally change the Title. It defaults to "Template — Employee name".
5. Tick Share with the employee (visible in their Documents → Letters) if the employee should see it in their portal.
6. Click Preview to check the letter in a new tab. Missing data shows as ________, for example when no CTC or exit date is set.
7. Close the preview and click Generate & save.
8. Click Open, print or save as PDF, then Print / Save PDF and choose "Save as PDF" in your browser's print dialog.

Manage issued letters

The Issued letters tab lists every letter with its type, employee, date and Visibility (Shared or HR only). You can filter by employee and letter type.

• Click View to open the printable letter.
• Click the share icon to Share with employee or Hide from employee.
• Click the bin icon to delete a letter. The employee will no longer see it.