Letters

The Letters page is used to create, manage, and issue various types of official letters needed for recruitment like Agreement Letter, Appointment Letter and Offer Letter for employees. 

Each letter type can be configured separately based on organizational requirements. Every type of letter can be configured on approval basis. These approvals can be set from the Approval Hierarchy page under the Letters Approval(s) section. 

Agreement Letter:

• An Agreement Letter is generated during the Agreement Stage of the onboarding procedure to send to the selected candidate.
• Once the agreement letter is generated, it can also be sent to the candidate through email directly from the system.
• The candidate can review the agreement and provide an acknowledgement.
• If the agreement requires a signature, the candidate can upload their signature. The uploaded signature can then be merged with the generated agreement document, completing the agreement process.

Appointment Letter:

• In the Appointment Letter stage, the appointment letter can be generated and sent to the candidate.
• Once the appointment letter is generated, it can also be sent to the candidate through email directly from the system.
• The candidate can review the appointment letter and provide an acknowledgement.
• If the appointment letter requires a signature, the candidate can upload their signature. The uploaded signature can then be merged with the generated appointment document, completing the appointment process.

Offer Letter:

• In the Offer Letter stage, HR can create and generate the offer letter for the selected candidate.
• Once the offer letter is generated, it can also be sent to the candidate through email directly from the system.
• The candidate can review the offer letter and provide an acknowledgement.
• If the offer letter requires a signature, the candidate can upload their signature. The uploaded signature can then be merged with the generated offer letter document.

 

Create Letter:

Letter Configuration:

1. The Letter Type (Agreement Letter) will be displayed by default when you click on the Create button in the Agreement Letter section.
2. Choose the Company Name for which the letter is created.
3. Select the Agreement Type (Employee).
4. Enter a unique Agreement / Letter Name.
5. Specify the Signatory Person Name and Designation.
6. Upload an official Stamp / Seal.
7. Upload the authorized Signature.
8. Enable or disable Physical Signature as required.
9. Select the Page Type (e.g., A4).
10. Configure Top, Bottom, Left, and Right Margins (in mm).
11. Enable Approval Required and include space for Physical Signature if needed.
12. Control whether Email sending, Acknowledgment and Profile Visibility is mandatory.

Letter Content Setup (MS Word):

1. Once you select Agreement Type, the Tag(s) List will be visible for the chosen Agreement Type.
2. 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.
3. Use Custom Tags to dynamically populate employee or customer details.

Letter Content Setup (Editor):

1. Design the Header, Main Content, and Footer using the built-in rich text editor.
2. Use provided Tags (by clicking on the '{ }' icon) or Custom Tags to dynamically populate employee details.
3. Apply text formatting such as font styles, alignment, lists, and links.

This feature helps HR and Admin teams to automate letter generation and approvals and reduce manual documentation errors.

This feature is optional; if your company manages letters offline, you don't have to configure it.