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Letters

The Letters featurepage is used to create, manage, and issue various types of official letters for employees and customers.employees. It centralizes all letter templates and generated documents, ensuring consistency, approval control, and easy distribution.

Letter Types:

The system supports multiple predefined letter categories, including:

  • Agreement Letter

  • Appointment LetteraLetter

  • Offer Letter

  • Experience Letter

  • Termination Letter

  • Relieving Letter

  • Other Custom Letters

Each letter type can be configured separately based on organizational requirements.

Overview:

This section provides a complete view of all configured letters and their settings.

  • View the Letter Name and associated Company

  • Identify whether the letter is for an Employee or Customer (only for agreement Letters)

  • Access previews of Generated Letters and Letter Documents

  • Configure options such as Stamp, Signature, and Physical Signature

  • Enable or disable Approval Required

    Required,

  • Control Send Acknowledgement,Acknowledgement, Physical Signature, Send MailMail, ,and and Show in Profile settings


  • Use search, filters, and actions to manage letters efficiently

This overview helps administrators quickly monitor and manage all letter-related configurations in one place.

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Create Letter:

After clicking Create Letter ,in usersany letter section, you can design and configure a new letter template with complete control over its content, format, and approval settings. For example, you're creating an Agreement Letter.

Basic Letter Configuration:

  • Select theThe Letter Type (Agreement,Agreement Offer,Letter) Appointment,will etc.)be displayed by default

  • Choose the Company Name for which the letter is created

  • DefineSelect the Agreement Type (ifVendor/ applicable)Customer/ Employee/ Employee Loan)

  • Enter a unique Agreement / Letter Name

  • Specify the Signatory Person Name and Designation

Letter Content Setup:

  • Design the Header, Main Content, and Footer using the built-in rich text editor

  • Switch between Editor and MS Word mode for flexible content creation

  • Use Custom Tags to dynamically populate employee or customer details

  • Apply text formatting such as font styles, alignment, lists, and links

Signature and Stamp Configuration:

  • Upload an official Stamp / Seal

  • Upload the authorized Signature

  • Enable or disable Physical Signature as required

Page Layout Settings:

  • Select the Page Type (e.g., A4)

  • Configure Top, Bottom, Left, and Right Margins (in mm)

  • Enable

    EnsureApproval properRequired alignment and print-readyinclude formatting

    space for Physical Signature if needed
  • Control whether Email sending, Acknowledgment and Profile Visibility is mandatory

ApprovalLetter andContent ControlSetup Options:(MS Word):

  • EnableOnce you select ApprovalAgreement RequiredType, the Tag(s) List beforewill be visible for the chosen Agreement Type.

  • You need to upload your word file, then you'll see it in the Document Preview and the Tags Used in your letter issuancefile. You can select which tags you want to keep.

  • Use Custom Tags to dynamically populate employee or customer details

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Letter Content Setup (Editor):

  • Design the Header, Main Content, and Footer using the built-in rich text editor

  • ControlUse whetherprovided acknowledgmentTags is(by mandatoryclicking on the '{ }' icon) or Custom Tags to dynamically populate employee or customer details

  • DefineApply deliverytext behaviorformatting such as emailfont sendingstyles, alignment, lists, and profile visibility

    links


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How this feature helps:

The Letters feature ensures standardized and compliant communication across the organization.

It helps HR and Admin teams to:

  • Maintain consistent letter formats and branding

  • Automate letter generation and approvals

  • Reduce manual documentation errors

  • Control visibility and delivery of official letters

Once a Letter is created, it can be used for:

  • Generating employee or customer documents

  • Managing approvals and acknowledgements

  • Sending letters digitally or maintaining physical copies

  • Storing letters securely in employee profiles

This ensures professional communication, compliance, and efficient document management throughout the employee lifecycle.

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