7 Types of HR Letters and Their Purposes

The human resources department is responsible for employee management in any organization. One of the common goals of any kind of business is to increase productivity and profitability. One of the factors that affect it is growing human resources and building teams. So, HR should be able to manage growing staff to achieve the business's preset targets.

Every piece of information needs to get passed through a proper flow. Companies use letters to simplify communication between managers and employees. At various stages of the employee's life cycle, there are many types of letters being used. It becomes important to understand these various letters and their purposes. In this article, we have mentioned the most common letters and their purposes. But first, let us understand what HR letters are in detail.

What Are HR Letters?

It is common for any business to have formal written communications to pass their official information and documents related to corporate events. It is important for HR managers to create and issue different letters for better communication with the workforce and to keep records of it. Employees also need to interact with HR managers regarding different letters during their recruiting, onboarding, and multiple times till exit. So, these letters play a major role in simplifying organizational processes, reducing the burden on human resources managers, and enhancing the employee experience.

Various Types Of HR Letters

If you're not much familiar with different HR letters, no need to worry. We have mentioned all the important letters that you should use in your organization to streamline administrative processes.

Offer Letter

When a candidate is selected for a specific role after the whole interviewing process. The next step is to notify them of their joining the company by using a letter in the form of a document or email. This letter typically congratulates candidates and includes the terms and conditions of employment. Generally, an offer letter also instructs employees to respond with their acceptance or the declination by a specified time. The offer letter includes the employee’s job title, salary, expected work hours, date of joining, and if needed, a request for additional information or documents.

Relieving Letter

When an employee has the intent to leave the organization, they have to apply for resignation first, and after that, managers verify the reason for leaving. Then managers can share the relieving letter as an acceptance of their resignation. It is a letter of acceptance to be given to an employee who wants to leave the organization. It generally includes their joining and relieving date. Usually, a relieving letter is accompanied by an experience letter and the full & final settlement.

Suspension Letter

The need for a suspension letter arises when an employee misbehaves with colleagues or managers in the organization. Before that, they are to be given some warnings by authorities. If they still don’t act appropriately, HR managers issue their suspension letter. It includes the reason and the duration of suspension of the employee. The employee would also be informed of their right to submit a written objection to the suspension if they believe it is unjustified in a well-written suspension message. The tone of the message delivered in the suspension letter should be extremely formal.

Appointment Letter

An appointment letter is an official document confirming that the organization has offered a job to the candidate and they have accepted it. There is a small difference between an appointment letter and an offer letter. The offer letter is given to a prospective employee, and the appointment letter is issued when the candidates confirm that they want to accept the job.

Employment Verification Letter

An employment verification letter is a statement from the HR manager confirming that a person is currently employed or has previously worked for them. Employees may require these kinds of letters from landlords or financial organizations if they want to rent or purchase a home. Basically, its purpose is either to prove if they have enough income to pay instalments or to verify the information they have included on the official forms. HR also needs to check if there are policies in the company regarding the release of employee information shared with a third party.

Appraisal Letter

An appraisal letter is a written document stating that an employer has noticed the employee’s performance and their contributions to the organization. HR managers may also survey employees' supervisors and colleagues. Some companies also conduct appraisal interviews. After the appraisal procedure is over, the score is added through an appraisal letter. The letter is given on a fixed period, like quarterly, half-yearly, or annually, depending on the appraisal cycle of the company. The letter includes their noteworthy achievements and promotion or increment details.

Experience Letter

An experience letter is similar to an employment verification letter. The main difference is that the experience letter also confirms the skills and experience the employee possesses. There are many reasons behind the need for a career change or job switch. But, employees may have to provide proof of their association with the organization. This type of letter offers better opportunities for past employees to apply for other jobs, and it improves the company's image. HR shares the experience letter at the time of resignation of the employee.

Summary

Effective employee communication plays a vital role in the success of any organization. But, it can be tedious for human resources to communicate with all employees. So, human resources can use different HR letter types mentioned in this article that can enhance the employee's experience and boost their morale, which results in better performance.