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Hi All,
My name is Anamika and i am one of the latest member of this knowledge sharing community. I have recently joined an organization as HR Executive and this is my very first job.
Actually i have been asked to workout some official letters, more specifically letters related to appraisal, warning, termination, re leaving, experience, payslips etc. Since this is my very first job i have no idea about all these things. I have tried net including Google but could not find my required stuff. Though i am an MBA in HR but this is something which has been untouched so far. So i need your help. I desperately need some good samples ASAP.
I would be indeed very greatful if i could get some good responses if not from you all few of you can do this.
This is my very first mail to this community.. hope to have good time ahead on this network..
Thanks a lot
Anamika Sharma
30th August 2007 From India, Hyderabad
hi anamika.. welcome to citehr..u wil find all the formats in citehr..just type the letter format you have at the bottom of the page, the provided page..10 top most downloads... regards Daniel
30th August 2007 From India, Mangaluru
Hi Anamika..
Welcome to citehr..
find below one of the sample format of Experience letter....
_____/HRD/___ Date_____________
Mr/ Ms. ____________
Dear Mr./ Ms. _____________,
This is to certify that Mr. __________________ ( name of the employee ) was working at ___________________( Company Name ) As _______________ ( Designation of the employee ) from ____________________ ( date of joining) to _______________( last working date ).
During his tenure, we found him to be .....................his services were found to be satisfactory.
We wish him all the best in his future endeavors.
For ___________________________
Amit Seth.
30th August 2007 From India, Ahmadabad
Sorry couldn’t attach the same.. Find enclosed the same here..
30th August 2007 From India, Ahmadabad

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Find below some more formats..


_____/HRD/___ Date_____________

Mr/ Ms. ____________




Dear Mr./ Ms. _____________,

Consequent to the review of your performance during the last year, we are pleased to promote you as ____________________________________.

We are sure you will make best use of the opportunity offered to you and contribute substantially to the success of our organisation as you have done in the past and fully justify the confidence placed in you by the management.

A separate communication on the details of your salary revision is being sent o you.

Wishing you all the best.

For, Company Name



Warning Letter in case of absence without information

21st August 2007




Sub. – Warning Letter


It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.

Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.

You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.

You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.

Kindly treat this as very urgent.

For' Company Name

Name :



_____/HRD/___ Date_____________

Mr/ Ms. ____________




Mr./ Ms. _____________,

This is in continuation to our letter dated _____________, which was sent to your last known address, by registered post, calling upon you to submit a written explanation within 48 hours, for your continued absence, without any intimation . We note with regret that you have neither resumed your duties nor have you explained the reason for your continued, willful and unauthorized absence.

As per the terms of your appointment letter dated ________________, it is clearly indicated that absence for a continuous period of 10 days without prior approval of your superior, (including overstay on leave/ training) would result in you losing your lien on the service and the same shall automatically come to an end without any notice or intimation.

You are hereby informed that you have lost your lien on your service as a ________________________ and it is deemed that you have abandoned the employment of your own accord. The relationship between you and the Co. has ceased to exist with effect from ___________________.

You may collect your full & final settlement dues, if any, from the Accounts Department.

For, Company name



Note: Print all the formats in duplicate and get a sign from the concerned person and attach the same with his personal file


Amit Seth.
30th August 2007 From India, Ahmadabad
Hi, i think this will be usefult to you
30th August 2007 From Nigeria

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File Type: doc official_letters_212.doc (38.5 KB, 7561 views)

Hi, I tried to search for this book of H L Kumar’s, but the same unavailable. Any suggestions for any specific bookstore etc. Would be of great help if you can reply to the same.
31st August 2007 From India, Vadodara
Dear Anamika,
Kindly go through download section of this citehr website and search for formats. you can find various types of formats as per your need for HR work.
Basudeva Choudhury
New Delhi
Mobile no. 9891430567
31st August 2007
Hi All, Well i got some good ones but i need some more formats for official letters so that i can draft out the best for me..... Do provide some more good stuff.. Thanks, Anamika
31st August 2007 From India, Hyderabad
Dear Anamika,
Kindly give specific type of letter like appointment letter, letter for salary transfer etc. So, I can suggest you how you will get these things from web or other sources.
Basudeva Choudhury
New Delhi
31st August 2007

bye suraj-ccil
1st September 2007 From India, Panipat

Dear Friend,
Although I am unable to give the exact information you require, Kindly click on the following link, it will give you some required information,
Pls let me know was this information useful,,
If not let me try out more & give information,,,,
In CiteHR you will get A to Z information on HR…..
M. Peer Mohamed Sardhar
093831 93832

1st September 2007 From India, Coimbatore
hi anamika
some of formate for u
You were appointed vide appointment letter dated: ………………………… vide virtue of clause …… of your appointment letter you were placed on probation for six months (3 + 3).
Now in accordance with the said clasue your services hereby dispensed.
You are requested to contact Personnel Department for settlement of your dues.
General Manager
Dated: 21-Sep-04
Mr. (AD068)

This is with reference to your resignation letter dated: 21-08-2004. In this regard we wish to inform you that the management have been accepted your resignation and you shall be relieved from your duties with effect from 11-09-2004 as requested by you.
Please contact Personnel department for your full and final settlement.
( Manager)
1st September 2007 From India, Gurgaon
Der Anamika,
You may refer a S.D.Puri's guide on 'Labour management forms and precedents - law, practice and procedures. There was a similar book on forms and precdents by Mr. Kumar but i think that book is out of print. You may check for that also.
Hope this will help you.
1st September 2007
You can go throuh the following link for H.L.Kumar Books and also u can order online.
and also HR Reports book by Mr.Natraj will be use ful for HR will cost you around 300.00 Rs
contact : 09880560965
5th September 2007 From India, Hyderabad
Hi... Ms.Anamika welcome in our community of HR professional pls.let me know about ur requirement in brief, how type of industry ur are working with etc. manish
6th September 2007
Hi... Ms.Anamika welcome in our community of HR professionals pls.let me know about ur requirement in brief, how type of industry ur are associated with etc. manish
6th September 2007

: Increment Letter :

Date: - 1st April 2007


Co. Name

Branch - _______

Sub:- Letter of Increment

Dear __________,

The Company is pleased to inform you that your base salary has been revised to Rs. 1,20,000/-p.a. w.e.f. 1st April, 2007 and as a part of the Performance Appraisal and Commitment towards Company, we have given u the hike of 42.85% on your gross salary. The detailed Pay Structure is annexed as a part of this letter (Terms and Conditions, Point 1., Annexure I (II)).

Also it's our pleasure to inform you that all the other terms and conditions of your appointment remain unchanged.

Please accept our personal congratulations on this well-deserved recognition of your continuing excellent contributions and commitment to our organisation.

We appreciate the efforts put in by you and expect that you would continue to do so in the future.

Congratulations and best wishes!

Yours sincerely,

For [Co. Name]

Authorized Signatory

Name Date:- 1st of April 2007


Encl.: Annexure: - Terms & Conditions (Annexure I (II))

1.Your annual compensation package consists of a gross of Rs. 1,20,000/- Salary (Rupees One Lakh Twenty Thousand only.) per annum, Your annual Salary Break up is as follows:- Basic: Rs. 60,000/-, HRA: Rs. 30,000/-, Medical: Rs. 15,000/-, Conveyance: Rs. 15,000/- (Annexure II), with effect from the date of your joining. Income Tax /Professional Tax will be deducted each month according to the Income Tax rules as/if applicable. Each employee will be expected to take care of his/her tax planning on an individual basis. Rs. 1, 20,000/annum is your fixed salary.

Please understand that this letter spells out some of the terms and conditions of employment and that the other service rules of the company, as currently in force and as amended from time to time will be applicable to you.

I have read, understood and agree to abide by the aforesaid terms and conditions of this letter.

I accept the above mentioned terms and conditions on revised salary i.e. Rs. 1, 20,000/- p.a. w.e.f. 1st April, 2007

Signature of the employee: Date: 1st of April 2007

Employee Name

Branch - _________
6th September 2007 From India, Bhopal

Date:- 15th Of January 2007


Permanent Address:-

Re: Your confirmation to position of Consultant - Recruitment

Dear ______,

I am pleased to inform you that you have been successful in your probation and been confirmed to the position of Consultant - Recruitment, Branch - Gwalior.

Your commencement date in this position is 1st Feb. 2007.

You shall be entitled to a total 24 days leave over a 12-month period (April 2007 – March 2008). This is inclusive of all kinds of leave-sick leave, casual leave and privilege leave. Other Terms & Conditions and benefits remain as per your previously stated.

Your salary will be reviewed in April of each year and increases will be based upon satisfactory or higher standard of performance in the position. Please read and sign the copy of the position description and return it to me before your commencement date.

Your Reporting Authority will be _________________, ___________[designation], Branch – _________.

Please signify your acceptance of these terms and conditions by signing the enclosed duplicate and returning it to me at the earliest convenient time. Please also sign and return the attached confidentiality undertaking.

If you have any further queries do not hesitate to contact me or your Reporting Authority.

____________[Co. Name] congratulates you on your confirmation and wishes you well in your position.

For ___________[Co. name].

Authorized Signatory

Name Date:


I accept the above mentioned terms and conditions on confirmation to the position of Consultant – Recruitment, Branch – _________.


6th September 2007 From India, Bhopal
Respected Sir,
I am in HR Deptt. since 1990. I am working as supervisor in HR. I am doing all the work in HR just like typing , making salary , Making bonus and pay scales etc. but my loo point is that, I can't draft the letter because my english is not very high thats why my HOD take all the iniciate of work. He shows all the work to superior .
15th July 2008 From India, Delhi
I am in pharma co. I would like to send congratulation letter to a medical representative, who has acheived sales for a particular month and won a gift on this achievement.
Please help me to draft.
17th February 2009 From India, Mumbai
I started working in an oraganization 9 months ago, and I am due for confirmation according to our agreement, 6 months ago, but the company is doing nothing about
it, I therefore want to send letter of reminder to the management. I want sample of how to write the letter of reminder.
6th May 2009 From Nigeria, Lagos
Respected colleagues,
The information provided by you is really very helpful. It would be great if you couls help me with some more information. I needed a leave letter format so that any candidate can approach to me to take leave through mail or through a leave card in my organization. PLease post to the earliest.
14th May 2009 From India, Bangalore
I am deputy of managing director and i am going to write an official letter to CEO of a big company ( that recently we start negotiation about a big project ) and inform him i leave this company ... please help me
23rd December 2009 From Iran, Sari
Hi, i need a reply format for, show cause letter which was due to "No Call No Show" could you pls assist me on this.. tq
22nd June 2010 From Hong Kong
My name is Gurpreet kaur and i am one of the latest member of this knowledge sharing community. I have recently joined an organization of Public relation as copywriter and this is my very first job.
Actually i have been asked to workout some official emails . Since this is my very first job i have no idea about all these things. i want to learn to write official emails and some of the best examples.So i need your help. I desperately need some good samples ASAP.
Thanks a lot
Gurpreet kaur
10th July 2013 From India, Indore
I received show cause notice from Factory Inspector in regarding to contravention of Section 21.
i.e. Fencing of Machinery.
Kindly help me out and send me the reply letter format.
mailid -
16th December 2014 From India, Mumbai
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