New HR Executive Seeking Help with Official Letter Formats – Can You Share Samples?

Hi All,

My name is Anamika, and I am one of the latest members of this knowledge-sharing community. I have recently joined an organization as an HR Executive, and this is my very first job.

I have been asked to work on some official letters, more specifically letters related to appraisals, warnings, terminations, resignations, experience, payslips, etc. Since this is my very first job, I have no idea about all these things. I have tried searching the internet, including Google, but could not find what I need. Even though I have an MBA in HR, this is something that I have not encountered before. So, I need your help. I desperately need some good samples ASAP.

I would be indeed very grateful if I could get some good responses. If not from all of you, a few of you can help me with this.

This is my very first message to this community. I hope to have a good time ahead on this network.

Thanks a lot,
Anamika Sharma

Hi Anamika,

Welcome to CiteHR. You will find all the formats on CiteHR. Just type the letter format you have at the bottom of the provided page - the top ten most downloaded ones.

Regards,
Daniel

Hi Anamika,

Welcome to citehr. Find below one of the sample formats of an Experience letter:

DRAFT OF EXPERIENCE LETTER

_____/HRD/___ Date_____________

Mr./Ms. ____________

___________________

___________________

___________________

TO WHOMSOEVER IT MAY CONCERN

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 ___________________________

Name

Designation

Regards,

Amit Seth.

Sorry, couldn't attach the same. Find enclosed the same here.

Hi..

Find below some more formats..



FORMAT OF PROMOTION LETTER

_____/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

Name:

Designation:

Warning Letter in case of absence without information

21st August 2007

To

Mr.

Designation.

Sub. – Warning Letter

Mr.

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 :

Designation:

FORMAT OF TERMINATION LETTER

_____/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

Name:

Designation:

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

Regards,

Amit Seth.

Hi,

I think this will be useful to you.

Hi, I tried to search for the book by H.L. Kumar, but it seems to be unavailable. Do you have any suggestions for a specific bookstore where I might find it? Your reply would be greatly appreciated.

Dear Anamika,

Kindly go through the download section of this CiteHR website and search for formats. You can find various types of formats as per your needs for HR work.

Basudeva Choudhury
New Delhi
Mobile no. 9891430567

Hi All,

I have some good examples, but I need more formats for official letters so that I can draft the best one for me. Please provide additional helpful resources.

Thanks,
Anamika

Dear Anamika,

Kindly specify the type of letter you require, such as an appointment letter or a letter for salary transfer, so that I can assist you in obtaining these documents from the web or other sources.

Basudeva Choudhury
New Delhi

hi anamika
some of formate for u
Dated:
To,
………………………………………
………………………………………
………………………………………
………………………………………
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.
for
General Manager
Dated: 21-Sep-04
To,
Mr. (AD068)
Accountant

Subject: ACCEPTANCE OF RESIGNATION
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.
For
( Manager)

Dear Anamika,

You may refer to S.D. Puri's guide on 'Labour Management Forms and Precedents - Law, Practice, and Procedures'. There was a similar book on forms and precedents by Mr. Kumar, but I think that book is out of print. You may check for that as well.

Hope this will help you.

Praful

Hi, Ms. Anamika, welcome to our community of HR professionals. Please let me know about your requirements briefly, such as the type of industry you are working in, etc.

Manish

Hi, Ms. Anamika, welcome to our community of HR professionals. Please let me know about your requirements briefly. Which type of industry are you associated with?

Manish

LETTER OF INCREMENT

Increment Letter

Date: 1st April 2007

Ms/Mr. [Recipient's Name]

Co. Name

Branch: _______

Sub: Letter of Increment

Dear [Recipient's Name],

The Company is pleased to inform you that your base salary has been revised to Rs. 1,20,000/- per annum with effect from 1st April 2007. As part of the Performance Appraisal and Commitment towards the Company, we have given you a 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 organization.

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

Congratulations and best wishes!

Yours sincerely,

For [Co. Name]

Authorized Signatory

Name Date: 1st of April 2007

Designation

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

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 Breakup 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 applicable. Each employee will be expected to take care of his/her tax planning on an individual basis. Rs. 1,20,000 per 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 the revised salary, i.e., Rs. 1,20,000/- per annum with effect from 1st April 2007.

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

Employee Name

Branch: _______

[b]LETTER OF CONFIRMATION

Date:- 15th Of January 2007

Ms./Mr.____________

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:

Designation

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

Signed:

Date:

Respected Sir,

I have been working in the HR Department since 1990, serving as a supervisor in HR. My responsibilities include various tasks such as typing, managing salaries, creating bonuses, and determining pay scales. However, my limitation lies in drafting letters due to my proficiency in English not being very high. As a result, my Head of Department takes the lead on this aspect of the work and presents all tasks to the superiors.

Geeta

Hi,

I work in a pharmaceutical company and would like to draft a congratulatory letter for a medical representative who has achieved sales for a particular month and won a gift for this accomplishment. Can you assist me in composing this letter?

I started working in an organization 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 a letter of reminder to the management. Can you provide a sample of how to write the letter of reminder?

Respected colleagues,

The information provided by you is really very helpful. It would be great if you could help me with some more information. I need a leave letter format so that any candidate can approach me to take leave through email or through a leave card in my organization. Please respond at your earliest convenience.

I am the deputy managing director, and I am going to write an official letter to the CEO of a large company with whom we have recently started negotiating about a significant project. I need to inform him that I am leaving this company. Please help me.

Hi, I need a reply format for a show-cause letter, which was issued due to a "No Call No Show." Could you please assist me with this? Thank you.