Skip to main content

Letters

The Letters page is used to create, manage, and issue various types of official letters for 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 Letter

  • 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

  • Enable or disable Approval Required, Send Acknowledgement, Physical Signature, Send Mail, and Show in Profile

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

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

image.png

Create Letter:

After clicking Create Letter in any 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.

Letter Configuration:

  • The Letter Type (Agreement Letter) will be displayed by default

  • Choose the Company Name for which the letter is created

  • Select the Agreement Type (Vendor/ Customer/ Employee/ Employee Loan)

  • Enter a unique Agreement / Letter Name

  • Specify the Signatory Person Name and Designation

  • Upload an official Stamp / Seal

  • Upload the authorized Signature

  • Enable or disable Physical Signature as required

  • Select the Page Type (e.g., A4)

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

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

Letter Content Setup (MS Word):

  • Once you select Agreement Type, the Tag(s) List will 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 file. You can select which tags you want to keep.

  • Use Custom Tags to dynamically populate employee or customer details

image.png

image.png

Letter Content Setup (Editor):

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

  • Use provided Tags (by clicking on the '{ }' icon) or Custom Tags to dynamically populate employee or customer details

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

image.png

image.png

How this feature helps:

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

It helps HR and Admin teams to:

to

  • Maintain consistent letter formats and branding

  • Automateautomate letter generation and approvals

    • and

  • Reducereduce manual documentation errorserrors.

  • 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 ensuresfeature professionalis communication,optional; compliance,if andyour efficientcompany documentmanages managementletters throughoutoffline, theyou employeedon't lifecycle.
have to configure it.

Back to top