Letters and Formats for Human Resource Management


Introduction

In every organisation there is flow of information, the information has to be clear and systematic. In Human Resource department various communications happen, the most used in the HR department are as follows:

Letters or E-Mails form major part of communication, as they serve as present communications and future references too.

Since it is highly dependent on the readers understanding without the presence of writer to explain, the composer of mail or letter has to be cautious that it won’t lead to misunderstanding.

Being very importance in the Role of HR, here we provide you each of letters’ meaning significance, details to be provided and sample formats to be considered while preparing them.

1. Joining Letter / Appointment Letter

What Is the Purpose of the Joining Letter?

The reason as to why a joining letter is made and sent is so that the candidate knows that he or she has been chosen for the position that has been applied for. Those who are able to receive this type of letter will have the option as to whether to accept the position offer or not. The basis of the decision will depend mostly on the details that have been provided in the letter.

So basically, if the candidate has any questions regarding the position offered that needs to be answered, the he or she will simply need to look at the contents of the letter before making the important decision.

The following Information Should Be Presented in the appointment Letter

Now that you’ve learned the purpose of this type of letter, then the next step is for you to know what it should contain. Remember that the candidate receiving this type of letter will want to know exactly what the job being offered entails, meaning that it’s going to be your responsibility to ensure that the information is provided.

So, the following are things that you will have to include:

The Position Title

You don’t want any type of confusion or misleading information. Also, this is so that the candidate that has been chosen will have an idea as to what duties and responsibilities he or she will have to fulfil.

Just be sure to include the complete title.

The Type of Employment

Take note that there are 3 different types of employment: full time, part-time, and temporary. Each of them has their own unique aspects in the sense that they can differ in terms of the tasks that need to be done or the number of hours that they have to work.

Take note that there’s always the possibility that the company may want to change the type of employment before the offer is finalized, meaning that this has to be stated within the letter.

The Details of the Role’s Compensation

  1. Mention the compensation in the monetary terms
  2. Mention the payment schedule
  3. Mention the policies and calculations of the company in terms of compensation, example: Overtime pay, leaves, LOP.
  4. Mode of payment.

You’ll want to point out the number of roles, annuals salary followed by the be the role’s base pay. This is to give the candidate and idea as to how much he or she can make given enough time spent in the company. It’s important that you don’t make any mistakes in writing down the figures in the letter as you want the candidate to know the exact amount he or she can make.

Once that’s done, then the next step is for you to write down the payment schedule. You’re going to have to be very clear as to when the candidate can expect the salary to come in. Is it going to happen on a bi-weekly basis? Weekly? Monthly? You have to decide

For example, you can state that the salary comes in at the 3th or 10th of every month.

You should also mention details regarding overtime pay. You need to know if your company even allows overtime pay or not. Once you’ve figured it out, then state it in the letter. Also, you need to point out other related matters such as how much overtime pay one can earn and how it will be calculated.

And lastly, you must provide information as to how the employee is to receive his or her salary. It is going to be via check? Or the money be deposited straight into the employee’s bank account? Or maybe the employee will be paid in cash? Decide on the best method before writing it down in the letter.

The Details Regarding the Benefits of the Position

Aside from the salary, the candidate will also want to know the benefits that come with accepting the job. Take note that different companies offer different benefits, meaning that you need to know what yours is willing to give to its employees.

Here are a few examples of the standard benefits:

  1. Sick leaves
  2. Holiday leaves
  3. Paid leaves
  4. Health benefits
  5. Dental benefits
  6. Insurance (Depends on the company)

Again, different companies offer different benefits so just make sure that you know what yours happens to offer and what the position is entitled to before writing it down in the letter.

The Starting Date

This is where you are going to have to provide the date in which the candidate is going to start working should he or she decide to accept the offer. It’s very important that you point out the date even if the candidate has yet to make the decision. This is because you want them to start as soon as possible so that the tasks that need to be done are conducted in a timely manner.

So, it’s here that you will have to write down the complete date. Make sure that you are able to go with a format that the candidate is familiar with so that there’s no confusion in regards to when he or she should take the decision to accept the offer is made. Also, do not forget to include the month, day, and year to ensure that the candidate knows the exact working date.

The Work Schedule

Next is to share the work schedule. The candidate will want to know how many days and hours within a week or month he or she will need to work for the company, meaning that you will have to share the information. This is also to ensure that the candidate knows when he or she needs to be at work.

So first, think of how many days a week the candidate must work for the company. This will highly depend on the type of employment being offered. Take note that different positions may have more or less working days than the standard amount, meaning that you’re going to have to do your research to figure it out. Once you’ve done so, then all you have to do is to simply write it down in the letter.

The Location of Where the Work Will Take Place

In the Appointment Letter It’s here where you will need to point out where exactly all of the work will take place. This is so that the candidate for employment will know exactly where to go on the day that work starts (assuming that he or she decides to accept the job offer).

So, what you’ll want to provide first is the exact location of the company. It’s here that you will need to write down the company’s complete address, such as the street number, block number, etc. Then you have to provide the location of the workplace. This is where you will be sharing the name of the department that the candidate is expected to report to, as well as other information such as the floor or room number.

The Name of the Authority the Candidate Will Report To

In the event that the candidate decides to accept the job offer, then he or she will have a superior that needs to be reported to for work. This person is the one that will be in charge of overlooking the candidate’s performance and to ensure that he or she knows everything that there is to know about the company.

So, provide the complete name of the person that the candidate will need to report to in the Appointment Letter. Also, do not forget to include this person’s position title as that’s can help in easily help when it comes to identifying one’s superior.

The Offer Expiration Date

When a company offers a job to a candidate, there’s always that the possibility where the candidate may take too long to reply, resulting in time that’s wasted that could have been used for more productive matters. To prevent this from becoming an issue, companies give these candidates a limited amount of time in which they must provide their response. That way, the company won’t have to waste so much time waiting for a response instead of choosing someone who is ensured to provide work.

So, it’s here that you will provide the exact number of the days that the candidate will be given in order to respond to the offer in a timely manner. You have to state that once the date has passed, the candidate is no longer entitled to the offer and that the company will move on to the next choice. This should create a sense of urgency that will compel the candidate to respond sooner.

Tips for Making the Appointment Letter.

Now that you know what information should be in the joining letter, then there are still a few add-ons that you can do to make it more professional and more inviting to the candidate.

So, the following are things that you can decide to do:

  1. Congratulate the candidate – Right from the start, it’s best that you are able to create a statement which congratulates the candidate for being chosen. This should give the candidate a sense of relief and it shows that the company actually has the time to consider congratulating their applicants. You shouldn’t go with the generic “We congratulate you…” statement as you’ll want to go with something that’s more creative, but still professional.
  2. Explain why the candidate was chosen – This will let the candidate know that the company sees potential value in what he or she has to offer. Also, this points out what the candidate should continue to show and do should he or she decide to accept working for the company. It’s important that you go into detail in regards to what it is that the candidate has done right.
  3. Provide a statement at the end of the Appointment letter that says you’re looking forward to working with the candidate – While you don’t necessarily have to do this, sometimes it’s best that you do as this can have a minor influence in helping the candidate decide as to whether or not to accept the offer. All you have to do here is to simply state that the company is looking forward to working with the candidate. Be straight to the point about this.
  4. Check for any spelling or grammatical errors – Take note that this should be treated like a business document, which means that you have to check for any errors and have to fix right away. It’s best that you go through the letter at least twice so that you can spot any grammar or spelling mistakes. If you do happen to find any, then correct them immediately.



Here we have provided few samples for Appointment Letter Format.
Appointment Letter 1
Appointment Letter 2
Appointment Letter 3

2. SALARY CERTIFICATE

Salary certificate is a document issued by an office head to their employee upon request made by an employee. The request must have a reason which should mention in the certificate as to own purpose or relatives' / friend's purpose. If approved by management, a certificate will be issued to employee in the subject line of "Salary Certificate". This certificate can be submitted for Loan application to any financial institutions depending upon the relationship and interest. Usually its validity may remain for one year or less.

  • Basic Salary: As the name suggests, this forms the very basis of salary. This is the core of salary, and many other components may be calculated based on this amount. It usually depends on one’s grade within the company’s salary structure. It is a fixed part of one’s compensation structure. Many allowances and deductions are described in terms of percentage of the Basic Salary. For example, Your PF is deducted at 12% of your Basic Salary. HRA is also defined a percentage of this Basic Salary.
  • Gross Salary: is the amount of salary paid after adding all benefits and allowances and before deducting any tax.
  • Net Salary is what is left of your salary after deductions have been made.
  • Dearness Allowance: an amount of money that is added to a person's basic pay or pension because of rising prices and other costs.
  • House rent allowance: HRA is a part of the salary provided by an employer to his employee for his rented accommodation.

    The calculation of HRA depends on mainly four factors viz:
    - Gross Salary
    - HRA Percentage of Salary
    - House Rent
    - City of Rented accommodation



Few samples of salary certificate form are available for download:

Salary Certificate (Pay Slips) Format
Salary Certificate

3. Appreciation Letter

Appreciation letter is the recognition of the excellent work performance of an employee on his role. It is given to acknowledge, encourage and Thank the employee for his contribution efforts and good work done by an employee.

Who can issue letter of Appreciation?

Appreciation Letter to employee is commonly issued by the employee’s boss, Manager or Human Resource Department and this works as morale booster not only to the employee but also spread a positive vibe to the other employees working in an organization.

The organization can identify the employee who is supporting and helping organization to achieve the goals. The letter of appreciation can be given to anyone whosoever is doing a good job and performing above the expectation consistently. The Company sometimes shortlist few consultants, lawyer and other business support professionals and give them appreciation letters and extend their gratitude and thank them for sharing expertise, trust and support provided for the business.

What to write in Appreciation letter?

Appreciation letter given to the employee is considered as recognition and award for an employee. Employee keeps this as an Award and achievement and use this for his further career growth. The Appreciation letter should be written in a polite language, which will encourage the employee for his hard work and superb performance.



4. Salary Increment Letter

An employee is given an increment after observing his recent performance, hard work and meeting the targets or goals set to him/ her. Things which need to be taken care of while writing an increment letter is to be first congratulate the employee for receiving increment, mentioning the reasons for increment so that employee gets the recognition for his/ her positive aspects and finally detailing about increment in monetary terms.



Below are few formats or samples for you to make an increment letter.

Increment Letter Format
Salary Increment Letter Format

5. Relieving Letter

Relieving letter is a type of official document provided to an employee on resignation confirming that he/she has been relieved of duty. Relieving letters are often requested by the new employer to ensure that the employee completed his/her notice period and left the previous employer after completing all necessary formalities.

Relieving letters are mostly addressed to the employee leaving the organisation and is provided on the letterhead of the company on the last date of employment. Prior to providing a relieving letter, the employer must obtain from the employee a resignation letter. In some cases, relieving letter could be provided to the new employer confirming that the employee left employment after completing all necessary formalities.

The following relieving letter format can be used by employers in India. Its recommended that the relieving letter be printed on the letter head of the organisation and signed by the concerned HR or department head.

Sample of the Relieving Letter:

To,
Employee Name
Address Line 1,
Address Line 2,
City, State, PIN

Subject: Relieving Letter
Dear Employee Name,
This is in furtherance to your resignation letter dated 10th April, 2019 wherein you had requested to be relieved from your services on 10th May, 2019. We wish you inform you that your resignation has been accepted and you are being relieved from your position of Senior Associate with Company Name with effect from 10th May 2019.

Your full and final settlement would be processed and credited in the next 45 days to the account provided during your employment. We appreciate your contributions to Company Name and wish you all the best for your future endeavours.



Regards,
HR Manager

Below are few formats or samples for you to make an Relieving letter

Relieving Letter 1
Relieving Letter 2
Experience or Relieving Letter

6. Experience Letter

Experience Certificate/Letter is issued by the company/institutions in which you have worked. After leaving the company it's good to ask for experience certificate. Experience Letter contains information on your job work, your role, your designation, your salary etc. It must have defined time period for which you have worked in that company.

Parts of Experience letter or certificate:

  1. Date: This is the first part of the article. It is here where you would write the specific date you will be passing the letter to your receiver.
  2. Greeting
  3. Body: In this part of the letter, you state the purpose of why you are sending this letter to the receiver. You have to make sure that you introduce the person whom you are referring to and get on with it in mentioning who he or she is to you and what was your relationship with him or her before. You can also state the years you have been with him or her and the field you he or she worked in. It is important to be straight to the point in writing the letter and state the purpose right away. If your letter is simple, do not make it complex. It is as simple as that.

    You can add little more details to it by describing how he or she is in handling team, work and pressure and if he or she is disciplined enough with the kind of environment that the company he or she is applying. Write all the good things about him or her without overstating some.
  4. Complimentary Close: complimentary close is part of the letter where you would state a one to two words phrased that would completely end the letter. Most used of them are “Yours truly”, “Cordially”, “Regards”, “Best Wishes”.
  5. Signature: This is the final part of the letter where you acknowledge and take responsibility for the content of the letter.

Sample of the Experience Letter:

Date:
Vsh innovative Ltd
ABC
Address: …………
To whom it may concern:
I hereby verify that J. Shivani has been working in our organization from the period of
June 10th, 2014 to November 15th, 2018. While employed with Vsh innovative Ltd, her responsibilities have included interacting with our clients and providing them with information on the products and services we distribute. She has done a fantastic job completing these tasks, and she has always been on time and professional during her tenure here.
She left us on November 15th, 2018 to pursue further education, and is now back looking for a job. We would rehire her, but she is looking for something different than what we can offer.

We wish her every success in life.
Sincerely,
XYZ
Managing Director
Company Name

Below are few formats or samples for you to make an experience certificate or letter:

Experience Letter Format
Experience or Relieving Letter

7. Warning Letter / Absenteeism Letter

Why You Should Use absenteeism letter / Warning Letters

Professional Courtesy

The most obvious function of different warning letters available to you is that they allow you to provide your subordinates with fair warning of everything that has happened and might happen later.

Proportionate Response

In relation to the last point, letter templates like first warning letter templates also make for a more reasonable reaction to any infraction your subordinates might commit. After all, for all that absenteeism and tardiness are more serious than one might expect, they are still fairly minor offenses, certainly not issues one should be fired over.

Attempt to Rehabilitate Your Subordinates

Part of the appeal of warning letter is that they make it easier for you to understand and aid your subordinates, if only to help make them more productive.

Also Allows Subordinates to Help Themselves

When you use staff warning letters, you do also include provisions to let your employees take a hand in adjusting their own behaviour. This can be in the form of reminders of what actions they need to take and time frames for you to monitor their behaviour. This can have a noticeable effect on your subordinates’ morale, which is definitely a resolution you would find desirable.

Give You a Means of Recording Issues

function of different work warning letters is that they can also be stored for record-keeping. After all, it is only proper that you have a record of such occurrences as disciplinary issues. These might be useful for several different reasons, ranging from dealing with the issue on your own, or in the event that the situation should escalate.

Key points to be in mind:

  1. Be sure to have addressed the correct person.
  2. Always check that the dates are correct.
  3. Be sure to check the letter’s formatting.
  4. Make sure that your letter remains professional in tone.

Below are few formats or samples for you to make absenteeism / warning letter

Behavioral Warning Letter
Behavioral Warning Letter 2
First Official Warning Letter Template
Second Warning Document

8. Show Cause Notice

What?

Show cause notice means an order issued by a Court, Competent Authorities or an Organization asking an individual or a group of people to explain or to "show cause" in writing as to why the disciplinary action should not be taken against the individual or the group of people involved in certain incidents, misconduct, poor performance and wrongdoing. Order to show cause is issued by the authority or the Management after reviewing the entire incident and if finds that the person accused or may involve in wrongdoing and it is also to give a fair chance of hearing him and his explanation towards his/her actions and so avoid disciplinary action. Below, we have described the several reasons a person may receive a show cause notice, including how to write and respond to this kind of notice or letter.

An order to show cause can be used by employers if there are legitimate grounds to dismiss an employee. These may be due to an employee’s ongoing behavioural, negligence at work or poor performance issues. Or because the unsatisfactory conduct was particularly serious in nature, as in the case of assault, harassment or theft. Even after they have received counselling or guidance, if the behaviour still continues the same as it was an employer may issue a show cause notice to an employee regarding imminent punishment.

How?

It is not easy to write Show cause notice because you know that it will cause distress to the one receiving it. The show cause notice or a letter should be very simple and brief. It is important to mention the specific reason why the person is receiving the notice and state clearly what are the consequences of not replying to the notice. The notice should be address to the concern person only and it is better to also add the employee code number as well if any to avoid any kind of duplicity or confusion. The kind of notice can be given by hand and also sent to their residential address and the receipt should be kept in record for further reference.



Below are few formats or samples for you to make Show cause notice.

Show Cause Notice 1
Show Cause Notice 2