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Letters

The Letters  page is used to create, manage,create and issuemanage various types of official letters needed for the recruitment likeprocess, Agreementemployee Letterletter records, and theAppointment Letterexit process,. The organization can also Offerissue Letterletters andin Other Lettersbulk for employees. 

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

Letters for Recruitment / Onboarding Process:

The following letters are commonly used during recruitment and onboarding:

  • Agreement Letter (Type: Employee)

  • Appointment Letter

  • Offer Letter

  • Other Letter

Agreement Letter:
  • An Agreement Letter is generatedsent during the Agreement Stagestage of the onboarding procedure to send to the selected candidate.
    • candidate
  • Onceby checking the agreementAgreement letterSign isoption generated,while it can also be sent toconfiguring the candidateJoining throughProcedure emailFlow 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.

Agreement Letter Types:

  • Employee – Used for employee or candidate agreements (recruitment and exit process)

  • Employee Loan – Used for loan-related agreements

  • Customer – Used for agreements with customers

  • Vendor – Used for agreements with vendors

For Employee, Employee Loan, and Customer types, the system provides tags that are replaced with values during letter generation.

Appointment Letter:
  • InAn Appointment Letter is sent during the Appointment Letter stage,stage of the appointmentonboarding letter can be generated and sentprocedure to the candidate.
    • selected
  • Oncecandidate by checking the appointmentSend letterAppointment isLetter generated,option itwhile can also be sent toconfiguring the candidateJoining throughProcedure emailFlow 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:
  • InAn Offer Letter is sent during the Offer Letter stage,stage HR can create and generateof the offeronboarding letterprocedure forto the selected candidate.
    • candidate
  • Onceby checking the offerSend letterOffer isLetter generated,option itwhile can also be sent toconfiguring the candidateJoining throughProcedure emailFlow 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.
Other Letter:
  • Other Letter types include Increment Letter, Warning Letter, Transfer Letter, etc.
  • Once a letter is generated, it can also be sent to the candidate through email directly from the system.
  • The candidate can review the letter and provide an acknowledgement.
  • If the letter requires a signature, the candidate can upload their signature. The uploaded signature can then be merged with the generated letter document.

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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. Select the Page Type (e.g., A4).
  9. Configure Top, Bottom, Left, and Right Margins (in mm).
  10. Enable the option Show In My Profile if you want that letter to be displayed in the employee's profile section if required.
  11. Enable the option Send Mail if this letter document should be sent via mail if required.
  12. Enable the option Send Acknowledgement Mail if you want the letter to be acknowledged by the employee.
  13. Enable the option Physical Signature is you want to include space for physical signature and stamp in the letter (which will always appear on the bottom right side of the letter).
  14. Enable the option Approval Required if you want the letter to be approved by the respective people of its approval hierarchy.

Note: These flag options differ for different types of Agreement Type. For example, for the Agreement Type - Vendor, only Send Mail and Approval Required options are available. 

Letter Content Setup (MS Word):
  • Once you select the Agreement Type, the pre-defined Tag(s) List will be displayed according to the chosen type, allowing you to quickly use relevant tags for dynamic content.
  • Upload your Word file containing the letter template; the system will parse it and show a Document Preview.
  • You can view Tags Used in Letter, which highlights the tags already present in your uploaded document.
  • Select or deselect tags to include only the ones relevant to this letter.
  • Use Custom Tags to add additional placeholders for employee, customer, or company-specific details that are not available in the pre-defined tag list.
  • This setup allows you to automate personalization in your letters, ensuring each letter dynamically populates the correct information without manual editing.

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Letter Content Setup (Editor):

Editor Features:
  • Header, Main Content, Footer: Design all sections of the letter with full flexibility.

  • Rich Text Formatting: Apply font styles, sizes, colors, alignment, lists, links, and other formatting options.

  • Custom Tags: Insert Dynamic Placeholders to automatically populate employee-specific details like Name, Designation, Department, Joining Date, and Company Name.

  • Built-in Tags: Click the "{ }" icon to access standard tags for commonly used employee fields.

Use of Tags:

  • Tags automatically populate relevant employee or company information into the letter.

  • Example: In an Offer Letter, "#Employee Name?" will be replaced with the actual candidate’s name, "#Joining Date?" with their start date, etc.

  • Ensures personalization without manual entry, especially useful when generating multiple letters at once.

Note: For different Agreement Types (Employee, Loan, Customer and Employee), personalized pre-defined tags are available (except for Vendor type, which has no pre-defined tags), but you can still add custom tags in any agreement type.

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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.

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Letters

The Letters page is used to create and manage various types of official letters needed for the recruitment process, employee letter records, and the exit process. The organization can also issue letters in bulk for employees.

Letters are divided based on the letter type.

Letters for Recruitment / Onboarding Process

The following letters are commonly used during recruitment and onboarding:

  • Agreement Letter (Type: Employee)

  • Appointment Letter

  • Offer Letter

  • Other Letter

Letters for Exit ProcedureProcedure:

The following letters are used during the employee exit process:

  • Experience Letter

  • Termination Letter

  • Relieving Letter

OtherExperience Letter:
  • An Experience Letter is sent during the Send Experience Letter stage of the exit procedure to the selected employee by checking the Send Experience Letter option while configuring the Exit Procedure Flow.

Termination Letter:
  • A Termination Letter is sent to an employee while initiating his/her exit procedure from the Employee Master page. 
Relieving Letter:
  • A Relieving Letter is sent during the Send Relieving Letter stage of the exit procedure to the selected employee by checking the Send Relieving Letter option while configuring the Exit Procedure Flow.

These letters can be used in both the recruitment flow and the exit procedure flow.flow.

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Letter CreationCreation:

For recruitment letters, some additional options are available compared to exit letters.
Apart from these additional options, the overall functionality remains the same for all letter types.

Common ConfigurationConfiguration:

1. Add Custom Tag(s):

If the organization wants to use custom tags instead of the default Bizcompass tags, custom tags can be created.

While creating a custom tag, two fields must be defined:

  • Name of Tag

  • Field Type

The available field types are:

Text BoxBox:

  • The value can be entered during letter generation

  • A default value can also be defined while creating the tag

Date PickerPicker:

  • Works similar to the Text Box

  • A date can be selected during generation

  • A default date value can also be defined

DropdownDropdown:

  • Multiple values can be added using comma-separated entries

  • One value can be set as the default option

Multiple Select DropdownDropdown:

  • Similar to Dropdown

  • Multiple options can be selected

  • Multiple default values can also be defined

After creating the tag, it becomes visible in the Tag column in the table.

From there, the tag can be:

  • Copied and used while adding content in the header, body, or footer

  • Selected directly from the custom tag selection option

2. Left Side Options (Common Fields):

The following fields are available while creating a letter:

  • Select Company for which the letter is created

  • Letter Type and Letter Name

  • Signatory Person Name 

  • andSignatory Person Designation

  • Upload Company Stamp/Seal (used during letter generation)

  • Upload Signature (used during letter generation)

Visibility OptionsOptions:

  • Show inIn My ProfileProfile:
    Enables the letter to be visible in the employee's My Profile section

  • Send EmailMail:
    Sends the generated letter via email

Acknowledgement OptionsOptions:

If the organization wants the candidate or employee to acknowledge the letter, select:

  • Send Acknowledgement MailMail:

    If this option is selected, the Acknowledgement By Candidate tag can be used to send the acknowledgement email.

The candidate or employee can acknowledge the letter by:

  • Uploading a signature, or

  • Signing manually using a device such as:

    as
      Mobile,
    • PC,

      Mobile

      Laptop
      • or

    • PC

    • Laptop

    • Tablet

Physical SignatureSignature:

If the organization wants to provide blank space for physical signatures, select:

select

Physicalit. Signature

ThisIt creates empty space where the employee or candidate can physically sign the printed letter.

NoteNote:

This option is available only in Editor Mode.
 In MS Word Mode, blank space can be added manually in the document.

If Physical Signature is enabled:

  • Tags such as Signature, Stamp, and Stamp with Signature will leave blank space.

  • The company stamp and signature will not appear, even if these tags are used there will be blank Space.

Approval RequiredRequired:

If the letter requires approval before being finalized, enable:

enable

Approvalit. Required

Once enabled, the generated letter will go through the approval process.

Approval works as follows:

  • If an approval hierarchy is defined, the system follows that hierarchy.

  • If no hierarchy exists, the system follows:

    • Reporting To approval

    • Then Approve To approval

Agreement Letter Types

Agreement Letters support four types:

  • EmployeeNote: –These Usedflag options differ for employeedifferent ortypes candidateof agreementsAgreement (recruitmentType. For example, for the Agreement Type - Vendor, only Send Mail and exitApproval process)Required options are available. 

  • Employee Loan – Used for loan-related agreements

  • Customer – Used for agreements with customers

  • Vendor – Used for agreements with vendors

For Employee, Employee Loan, and Customer types, the system provides tags that are replaced with values during letter generation.

Letter Creation ModesModes:

Letters can be created using two different modes:

  • Editor Mode

  • MS Word Mode

1.

MS Word Mode:

In MS Word Mode, a prepared Word document template can be uploaded.

Steps:

  1. Select MS Word Mode

  2. Upload the prepared Word document

  3. Use the tag selection list below the upload option

  4. Copy the required tag and paste it into the Word document where the value should appear

During letter generation, the system automatically replaces the tag with the actual value.

Tag Usage Example:

Tags can be used in both Editor Mode and MS Word Mode.

Example: If the organization wants to display the candidate or employee name, place the corresponding tag at that position in the letter.

Hello #employeename?,

During letter generation, the tag #employeename? will automatically be replaced with the actual employee name. Many tags are available depending on the letter type.

Specific Tags Based on Letter Type:

Certain tags are available only for specific types of letters.

Document Tag:

  • Available only for Agreement Letter (Employee).

Salary Structure Tags:

The following tags are available only for Appointment Letter, Offer Letter, and Other Letter:

  • Salary Structure

  • Salary Structure Without Date

  • Salary Structure Without Deduction

  • Salary Structure Without Contribution

Salary and Financial Tags:

The following tags are available only for Other Letter:

  • Salary Breakup

  • Salary Certificate

  • Increment Salary Month

  • Annual Gross

  • Annual Total Deductions

  • Annual Net Salary

  • Financial Year

Note: For different Agreement Types (Employee, Loan, Customer and Employee), personalized pre-defined tags are available (except for Vendor type, which has no pre-defined tags), but you can still add custom tags in any agreement type.

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2. Editor Mode:

In Editor Mode, the letter format is created directly inside Bizcompass using three sections:

  • Header

  • Body

  • Footer

Page SettingsSettings:

The following page settings are available:

  • Set page margins (in mm)

  • Enable Physical Signature if blank space is required

  • Select Page Type

Available page types include:

Images can also be uploaded in:

  • Header

  • Body

  • Footer

If additional spacing is required, it can be created using Enter or Space in the header or footer sections.

Text Formatting OptionsOptions:

The editor includes several formatting tools:

  • B – Bold

  • I – Italic

  • U – Underline

  • S – Strikethrough

  • “ – Blockquote

Other formatting options include:

  • Text size selection

  • Font color selection

  • Numbering and bullet lists

  • Increase/decrease indentation

  • Text alignment

  • Hyperlink insertion (write the text first, then apply the link)

Images can be added using:

  • Image picker

  • Drag and drop

  • Copy and paste

A Remove All Formatting option is also available.

MS Word Mode

In MS Word Mode, a prepared Word document template can be uploaded.image.png

Steps:image.png

  1. SelectThis MSfeature Wordis Modeoptional; if your company manages letters offline, you don't have to configure it.

  2. Upload the prepared Word document

  3. Use the tag selection list below the upload option

  4. Copy the required tag and paste it into the Word document where the value should appear

During letter generation, the system automatically replaces the tag with the actual value.

Tag Usage Example

Tags can be used in both Editor Mode and MS Word Mode.

Example:

If the organization wants to display the candidate or employee name, place the corresponding tag at that position in the letter.

Example:

Hello #employeename?

During letter generation, the tag #employeename? will automatically be replaced with the actual employee name.

Many tags are available depending on the letter type.

Specific Tags Based on Letter Type

Certain tags are available only for specific types of letters.

Document Tag

Available only for Agreement Letter (Employee).

Salary Structure Tags

The following tags are available only for Appointment Letter, Offer Letter, and Other Letter:

  • Salary Structure

  • Salary Structure Without Date

  • Salary Structure Without Deduction

  • Salary Structure Without Contribution

Salary and Financial Tags

The following tags are available only for Other Letter:

  • Salary Breakup

  • Salary Certificate

  • Increment Salary Month

  • Annual Gross

  • Annual Total Deductions

  • Annual Net Salary

  • Financial Year

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