HR Letters & Employment Drafts
A premium presentation page for essential HR letter formats including offer letters, appointment letters, contract appointments, confirmation letters, experience letters, and relieving letters.
Letter of Offer
Draft format for a permanent employment offer to a selected candidate.
Subject: Job Offer
DD MM YYYY
Candidate Full Name
Address
Dear Mr/Ms <Candidate Last Name>,
We are pleased to offer you the position of <Designation> in our <Name of Function> based at <Location of Posting>. Your immediate supervisor will be <Name of Reporting Manager>. We trust that your knowledge, skills and experience will be among our most valuable assets.
As discussed and agreed with you, you will be eligible to receive the following beginning on your joining date:
- Salary: Annual gross starting salary of Rs. <Annual CTC>, subject to tax and other statutory deductions.
- Sales Incentive: As per the prevailing company scheme. (Applicable only for sales personnel)
- Business travel allowance and reimbursements as per company policy.
This offer letter is valid till <Expected date of joining>. Please send a signed copy of this letter indicating your acceptance to join and resignation acceptance letter from your current employer to our HR.
Your Appointment Letter will be issued on the date of joining. The joining formalities and induction will be carried out in our <Location> office.
Please submit the following documents to HR at the time of joining:
- Photocopies of degree certificates
- Certifications, if any
- Experience / relieving letters
- Two color passport-size photographs
- Latest salary slip from previous organization
- Proof of address
We look forward to welcoming you aboard.
<Designation>
Appointment Letter – Permanent
Comprehensive appointment format setting out the terms and conditions of permanent employment.
Subject: Letter of Appointment
7th September, 2012
<Title. Name of the Employee>
<Residential Address>
Dear Mr./Ms.,
This has reference to your application and subsequent interviews you have had with <Company Name>. We are pleased to appoint you as <Designation> in its <Name of Function> function based at <Location of Posting>. Your employment will be governed by the following terms and conditions:
- Monthly Gross Salary: You will be paid a monthly gross salary of Rs. ___________/- (Rupees _____ only) per month.
- Working Hours: Your working hours will be 10:00 AM to 6:30 PM as per current company policy. The company observes a 6 day work week.
- Date of Appointment: Your date of appointment as per company records is __________.
- Salary Increase: Increase in salary will be reviewed periodically as per company policy and based on performance.
- Probation Period: You will be on probation for six months from the date of appointment. On satisfactory completion, you may be confirmed in service.
- Leave: You will be governed by the current leave policy applicable to permanent employees.
- Travel: Official travel expenses will be reimbursed as per company rules.
- Responsibilities: Your performance will be reviewed as per the company’s performance management system.
- Retirement Age: The normal retirement age for all employees is 60 years.
- Notice Period: While on probation, either side may terminate with seven days’ notice or salary in lieu. On confirmation, one month’s notice or salary in lieu shall apply.
- Transfer: You may be transferred to any department, branch, subsidiary, or establishment of the company in India or abroad.
- Other Work: This is a whole-time employment position and you shall not take up any other remunerative assignment without written approval.
- Conflict of Interest: You shall not be involved directly or indirectly in any competitor’s business activities during employment and for 12 months after cessation of employment.
- Confidential Information: You shall maintain confidentiality of all company affairs, administration, research, and related business information.
- Previous Employer Obligations: It is your responsibility to discharge any obligations arising from any contract or bond with previous employers.
- On Termination: You shall immediately return all company documents, records, data, literature, and related materials on cessation of employment.
- General: These terms are subject to the company’s policies, procedures, rules, regulations, and future amendments.
Please communicate your acceptance of this appointment by signing a copy of this letter and returning it to us. We welcome you to the <Company Name> family and trust we will have a long and mutually rewarding association.
Appointment Letter – Contract
Consultancy or contract engagement letter with assignment terms, fee, travel, confidentiality, and reporting structure.
Subject: Consultancy Assignment
<MM/DD/YYYY>
<Title. Name of the Employee>
<Residential Address>
Dear <First Name>,
This has reference to your application and subsequent interviews you have had with us. We are pleased to offer you a consultancy assignment in our <Company Name> based at <Site Name>, with effect from <MM/DD/YYYY>, on the following terms and conditions.
The company undertakes <describe nature of projects / assignments> at various locations, and you are being engaged for the <name of customer and project>, based at <location>.
Management reserves the right to change the scope of work or posting based on business exigencies.
A. Terms
- This contract will be valid for <define tenure> with effect from <DD/MM/YYYY> or on completion of <describe site duration>, whichever is earlier.
- You would be paid monthly consultancy fees of Rs. _______/- (Rupees in words) per month subject to TDS.
- Inland travel entitlement, boarding allowance, stay facility, and reimbursement limits shall apply as specified by the company.
- You will be reimbursed the cost of official long distance calls upon submission of bills.
- You are expected to work for ______ days in a year and should intimate your non-availability in advance.
- You shall abide by the company’s code of conduct. Non-compliance may lead to termination without notice and, depending on the nature of violation, legal action.
The contract may be terminated with one month’s notice from either side or on payment of one month’s salary in lieu thereof.
B. Confidentiality of Information
- You will not divulge information about the company, customer, or project progress to any outsider without prior approval from your supervising manager.
- You will not undertake similar assignments from competitors of the company during the course of this contract.
You will take utmost care in handling business information of sensitive nature to maintain secrecy.
C. Reporting
You are required to inform the progress of your work to <Name & Designation of Reporting Supervisor>.
Kindly communicate your acceptance of this contract by signing a copy of this letter and returning it to us.
Managing Director
CC: Accounts Manager
Accepted by: <Name of Candidate>
Signature of Candidate: <Signature>
Date: __________
Location: __________
Confirmation Letter
Letter confirming an employee’s services after successful probation review.
Confirmation of Services
MM DD, YYYY
<Name of the Employee>
<Location>
Dear <Employee Name>,
Consequent to your probation review for the period _____ to ______, we are pleased to confirm your services in the organization with effect from _____________.
You will now be entitled for <mention benefits / allowances if any>. All other terms and conditions as detailed in your appointment letter shall remain unchanged.
We look forward to your valuable contributions and wish you all the very best for a rewarding career with <Company Name>.
<Name of Authorized Signatory>
<Designation>
Experience Letter
Standard experience certificate applicable to any category of employment.
TO WHOMSOEVER IT MAY CONCERN
MM DD, YYYY
This is to certify that Mr./Ms. <Name of Employee> was in employment with us from <MM DD, YYYY> to <MM DD, YYYY>. During this period, he/she was working as a <Designation> and was based at <Location of Posting>.
During his/her employment with us, we found him/her to be sincere, hardworking, and a person of integrity.
We wish him/her all the best for future endeavors.
<Name of Authorized Signatory>
<Designation>
Relieving Letter
Formal relieving letter upon resignation and completion of exit formalities.
Subject: Relieving Letter
MM DD, YYYY
Name of the Employee
Location
Dear <Employee Name>,
We are in receipt of your resignation dated MM DD, YYYY.
We have accepted your resignation and, as per company policy, you will be relieved from services with effect from <Last Date of Employment>.
We wish you all the best for your future endeavors.
<Name>
<Designation>