Letters and employee notices
Create a reusable template, generate a letter for an employee, then save it or send it as email, a notice, or both.
On this page
Who is this lesson for?
For HR: issue a joining, welcome, increment, or appreciation letter, keep a copy, and send it to the employee.
What this page does
From the sidebar: Letters & Employee Notices. Two tabs:
- Generate — letters you already created for employees.
- Templates — reusable letter types (welcome, joining, increment, …).
Sending is not a company-wide announcement. You pick one employee, then send as email, a personal notice (they see it under Notices), or both.
This is not the Recruit job-offer letter.
Before you start
- Permission to view and add letters (and templates, to create a new type).
- The employee is already added. Email is required only if you send by email.
- A template is ready — or you write the letter once and save it as a template.
Open generated letters
From the sidebar choose Letters & Employee Notices. You land on Generate.
Each row: employee, letter type, created date. Actions on the row: view, download, send, duplicate, edit, delete. Click Add New to write a letter.
Templates
Open the Templates tab.
The company ships ready types (welcome, joining, increment, …). Open one to read it, or click Add Template for a new type.
Give a title (the letter type name). Write the body. On the side, copy a variable such as ##EMPLOYEE_NAME## into the text — it is replaced with that employee’s data when you generate.
Useful variables: employee name, ID, address, joining date, department, designation, company name, current date, and signatory (the person logged in).
Save. The type appears in the list and in the letter form.
Generate a letter
Back on Generate, click Add New.
| Field | What it is |
|---|---|
| Letter title | Optional heading for this copy (example: Welcome letter). |
| Letter type | A saved template. The body loads on the left and the preview on the right fills the variables. Or choose Generate letter with AI and describe what you need — then edit the result before you save. |
| Employees | Who this letter is for. The preview uses their name, ID, dates, department. If you leave this empty, type the name yourself — you can still save and print; sending needs an employee on the record. |
| Send as | Used with Save & Send: Email, Notice, or Email and notice. |
| Margins | Left, right, top, bottom in pixels for print and PDF. |
Example through this lesson: Sarah Ahmed, type Welcome letter. Check the preview, then Save (keeps the letter without sending) or Save & Send.
Read, download, print
Open the row.
Variables are already replaced. Download saves a PDF. Print opens the browser print dialog.
Send later
From the row menu choose Send (only if an employee is attached).
Confirm the employee, pick how they receive it, then Send. The letter stays in the list either way.
| Send as | What the employee gets |
|---|---|
| The letter in their inbox. They must have a valid email. | |
| Notice | A personal notice under Notices — not a company-wide announcement. |
| Email and notice | Both. |
What happens after you save?
- The letter is on Generate. You can edit, duplicate, download, or send it later.
- Save & Send (or Send) delivers it on the channel you chose. Nothing is sent on Save alone.
Common questions
The preview still shows ##EMPLOYEE_NAME##?
Pick an employee (or type the name). Variables fill from that record.
Send is missing on the row?
The letter has a typed name only, no employee. Edit it and select the employee.
Email failed?
The employee has no valid email, or mail is not sending. Use Notice, or fix the email on the employee record.
Can I change a ready template?
Yes — edit it from Templates. New letters use the new text. Letters already generated keep the text they were saved with.