Free HR Letter Generator

An offer letter makes a job offer and sets out the key terms, such as the role, joining date and CTC, for the candidate to accept. The appointment letter follows when they join and records the full terms of employment. An experience letter certifies the role and dates someone worked, and a relieving letter confirms their resignation was accepted and they have been released from their duties. An increment letter records a salary revision, and a promotion letter a new role.

Whatever the letter, the next employer, a bank or a visa office will look for:

• The company's letterhead: its name, address and contact details
• A date, and ideally a reference number for your records
• The employee's full name and designation, spelled exactly as in your records
• Exact dates: joining date, last working day or the date a change takes effect
• For offers and increments, the CTC in figures and words, and a salary breakdown
• The signature, name and title of an authorised person

Give every new employee a written appointment letter: India's labour codes expect it, and it prevents disputes later. Keep the probation and notice periods the same as your company policy, and make sure the dates in experience and relieving letters match your payroll records, as background verification agencies check them.

These letters are a solid starting point for everyday hiring. For senior roles, non-compete terms or anything unusual, have the final version reviewed by a lawyer.