Create letter templates
Write reusable letter templates with merge fields such as employee name, designation and CTC.
Templates are the starting point for every HR letter. Each template has a type, a body with merge fields, and an active switch.
Before you start
- You need the hr.manage permission.
Create or edit a template
- Go to Core HR → Letters and open the Templates tab ( open Templates).
- Click New template, or Edit on an existing one.
- Enter the Name and choose the Type: Offer, Appointment, Confirmation, Experience, Relieving, Salary Revision, Warning or Custom.
- Write the Body with the toolbar (bold, italic, underline, heading, lists, centre).
- Click a field under Merge fields to insert it at the cursor, for example
{{employee_name}}. - Check the Live preview on the right. It uses sample data.
- Keep Active (available when generating letters) ticked so HR can use it.
- Click Save template.
Merge fields
| Field | Filled with |
|---|---|
{{employee_name}}, {{employee_first_name}} | Full name, first name |
{{employee_code}}, {{employee_email}}, {{employee_address}} | Code, work email, address |
{{designation}}, {{department}}, {{manager_name}} | Job details and reporting manager |
{{date_of_joining}}, {{date_of_confirmation}}, {{date_of_exit}} | Key dates |
{{ctc_annual}}, {{ctc_monthly}} | Salary from the current salary structure |
{{org_name}}, {{org_address}}, {{today}} | Your company and today's date |
Note
Only basic formatting is kept: paragraphs, bold, italic, underline, headings, lists, tables and alignment. Scripts, links, images and other styles are removed when you save.
Deleting a template
Click the bin icon on the template. Letters already generated from it are kept. To stop using a template without deleting it, untick Active.
Still stuck? Email info@cybexinnovation.com or WhatsApp +91 89277 73048.