HR Letter Generation: Offer Letters, Experience Certificates, and Salary Letters

It's Friday at 5pm. An employee pings HR for an experience letter because he has a Monday interview. You open a Word doc from 2019, copy his salary off last year's payroll Excel, fix the joining date, print, scan, sign, email. Three more requests are already in the queue. Indian HRM puts every HR letter behind one button. Pick the template, click generate, the signed PDF lands in the employee's inbox. Included in the Foundation plan at ₹49 per employee per month. Free 3-month trial, no credit card.

Pre-Built Templates for Every Indian HR Scenario

Thirteen templates ship ready to use. Offer letter, appointment letter, experience certificate, relieving letter, promotion letter, increment letter, warning letter, termination letter, NDA, address proof letter, bank verification letter, and internship completion certificate. The salary certificate covers the three flavours people actually ask for: visa application, personal loan, and rental agreement. Each variant prints with the phrasing the embassy or bank wants to see.

English and Hindi out of the box

Both language versions are pre-translated. Some embassies and Tier-2 banks still want letters in Hindi.

Merge Fields From Your Employee Database

Every template uses merge fields: name, employee code, designation, joining date, last working day, CTC, location, manager, branch. The values come straight from the employee record, payroll, exit module, and performance review. No retyping a designation that someone already updated last month. No copying CTC from an Excel that's two appraisal cycles out of date. If the source data is right, the letter is right.

Custom Templates with a Real Editor

The rich-text editor lets you build templates the way your company actually writes them. Drag merge fields into the body, set fonts, add bullet points, save. Versioning is built in. When legal asks you to change the indemnity clause in March, the old version stays archived for any letter generated before that date.

E-Signature Without Printing or Scanning

Upload your signature image or digital certificate once. Every letter the system generates is signed automatically when HR clicks generate. Authorised signatories can be configured per letter type: the CEO signs offer letters, the HR head signs experience certificates, the manager signs warning letters. The PDF goes out signed and dated. Nobody has to find the printer, scan it back, and email it.

Bulk generation for appraisal season

Mark 200 increments approved, click bulk-generate. Two minutes later every employee has a personalised, signed letter in their portal. The same flow handles bulk promotion letters, bonus letters, and annual hike communications.

Self-Service: Employees Request, System Delivers

An employee opens the portal, picks "salary certificate for personal loan", confirms the bank name, and submits. For low-risk letters like this one, the system can auto-approve, generate the signed PDF, and email it within five minutes. The HR inbox stays empty. Higher-risk letters like experience certificates and relieving letters route to HR for a one-click approval before generation. Either way, no Word doc is involved.

Letter Log, Audit Trail, and Re-Issue

Every letter generated is timestamped and stored in the letter log. Who requested it, who approved it, when it was signed, what version of the template was used. The PDF is immutable. Compliance and legal teams can pull a clean trail in seconds, which matters for labour audits and any disputed termination. Lost the experience certificate from three years ago? Ex-employees can re-download up to 90 days post-exit. Current employees can re-download anytime.

Letterhead and Multi-Entity Branding

Your logo and letterhead apply automatically to every letter. If you run a parent company with subsidiaries, each entity gets its own letterhead, registered address, and signatory list. An employee on the subsidiary payroll gets a letter on the subsidiary's letterhead, not the parent's. Useful for groups with separate legal entities.