Resources · HR Letters
HR Letter Templates
37 ready-to-use templates. Pick one to see the full letter, fill in the blanks, and copy it.
Appointment Letter
The formal employment contract issued once a candidate accepts the offer — more detailed than the offer letter itself.
GenerateAppraisal Letter
Communicates the outcome of a performance review cycle — rating, revised compensation, and the reasoning behind it.
GenerateAppreciation Letter
A short, specific note recognizing a particular achievement or contribution — most effective when sent close to the moment it describes.
GenerateAuthorization Letter
Grants a named person permission to act on the company's or an individual's behalf for a specific, limited purpose.
GenerateBonafide Certificate
Confirms that a person is a genuine, current employee of the company — commonly needed for loans, visas, or admissions.
GenerateBonus Announcement Letter
Communicates a bonus payout — festival, performance, or annual — to an individual or the whole team.
GenerateConfirmation Letter
Confirms an employee has successfully completed probation and is now a permanent member of staff.
GenerateContract Renewal Letter
Extends a fixed-term or contractor engagement beyond its original end date, on the same or revised terms.
GenerateDemotion Letter
Formally documents a change to a lower role, level, or compensation — typically following a performance or restructuring process. Have this one reviewed by counsel before sending; it carries more legal weight than most letters on this page.
GenerateEmployee Recognition Letter
A more formal version of the appreciation letter — often tied to a named award, program, or milestone.
GenerateEmployee Transfer Letter Format
Notifies an employee of a move to a different department, role, or location within the company.
GenerateEmployment Verification Letter
Confirms employment details to a third party — a bank, landlord, or background-check agency — usually with the employee's consent.
GenerateExperience Letter
Issued when an employee leaves, confirming their tenure and role — commonly required by their next employer.
GenerateFreelance Contract Template
Sets out scope, payment, and ownership terms for a freelance or independent-contractor engagement.
GenerateFull and Final Settlement Letter
Confirms the final dues calculation and payment to an employee who has exited — closes out the financial side of offboarding.
GenerateInternship Completion Letter
Confirms an intern has completed their internship — often required for academic credit or a future job application.
GenerateInternship Offer Letter
Offers a candidate an internship position, with duration, stipend, and terms distinct from a full-time offer.
GenerateInterview Call Letter
Invites a candidate to interview, with the practical details they need to show up prepared.
GenerateJoining Letter
The employee's own written confirmation that they are reporting for duty on the agreed date — the counterpart to the offer letter.
GenerateLeave Approval Letter
Formally confirms an approved leave request, so both employee and manager have a written record of the dates and leave type.
GenerateMaternity Leave Application
The employee's formal request for maternity leave, stating the expected dates so HR can plan cover and process benefits.
GenerateNo Dues Certificate For Employee
Confirms an exiting employee has cleared all company property, advances, and dues before their final settlement is processed.
GenerateNo Objection Certificate Format
States that the company has no objection to an employee's specific request — commonly for a visa, loan, higher education, or a second job.
GenerateOffer Letter
Confirms a role has been offered, on what terms, and by when the candidate needs to respond.
GenerateProbation Completion Letter
A close relative of the confirmation letter — specifically marks the end of the probation period, which some companies issue as a distinct step before formal confirmation.
GeneratePromotion Letter
Confirms a move to a higher role, level, or scope of responsibility, along with any change in compensation.
GenerateRecommendation Letter for Employees
A manager's or employer's endorsement of a current or former employee, usually for their next role or an academic application.
GenerateRejection Email Templates
A respectful, brief way to let a candidate know they haven't been selected — for after an application review or after an interview.
GenerateRelieving Letter
Confirms the employee has completed exit formalities and is formally released from the company — distinct from the experience letter, and often requested alongside it.
GenerateResignation Acceptance Letter
The company's formal acknowledgment of an employee's resignation, confirming the accepted last working day.
GenerateResignation Letter Format
The employee's own written notice of intent to leave — short, professional, and unambiguous about the last working day they're proposing.
GenerateSalary Certificate Format
Confirms an employee's current salary — commonly required for loan applications, rental agreements, or visa processes.
GenerateSalary Increment Letter
Communicates a revised salary outside the usual appraisal cycle — a market adjustment, retention step, or role expansion.
GenerateShift Change Notice Letter
Notifies an employee of a change to their working shift, with enough notice to plan around it.
GenerateSuspension Letter
Formally suspends an employee, typically pending investigation into a conduct or performance issue. Have this one reviewed by counsel before sending — due process here matters more than wording.
GenerateTermination Letter
Formally ends an employee's employment. Have this one reviewed by counsel before sending — of everything on this page, this is the one where wording and process most directly affect legal risk.
GenerateWarning Letter to Employee
Documents a conduct or performance issue formally, as part of a fair process before any disciplinary action.
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Airwix HRMS auto-generates offer, appointment, and relieving letters from employee records — no copy-pasting into templates.