Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content

9 different types of HR letters

  • Last Updated : January 27, 2025
  • 121 Views
  • 5 Min Read
9 different HR letters - Zoho People

HR letters play a crucial role in informing employees about work-related matters, from the time they're hired to the time they leave the organization. These letters have to be properly drafted and shared, since they convey important details about employment (like hours, pay, responsibilities, promotions, and transfers) and workplace policy. This information often serves as evidence for the agreement between employers and employees during audits or legal proceedings. That's why it's essential to draft these letters accurately—it improves transparency, facilitates proper communication, eliminates misunderstandings, and helps your company stay compliant. Let's dive into the different types of letters that HR teams have to manage throughout an employee's lifecycle.

Different types of HR letters 

9 different types of HR letters

Proof of employment

Purpose: Proof of employment, as the name indicates, is an HR letter that is often provided upon an employee's request to confirm their association with their organization. It also confirms their date of joining, position, designation, and salary. Proof of employment is often required by employees to get their loans approved, apply for credit cards, verify their income, apply for visas and work permits, and complete rental agreements.

Key elements: Company name, company address, the contact information of the employer, the employee's full name, their employee ID, employment date, salary information, designation, authorized signature, name and designation of authorized signatory, company letterhead, and stamp.

Grab your free editable proof-of-employment letter!

Offer letter 

Purpose: An offer letter is often provided to inform candidates that they've been offered a position with the company. It usually outlines the terms and conditions of their employment to set clear expectations and is documented carefully to ensure compliance.

Key elements: Company name, name of the new hire, date of joining, designation, employment type, start date, work location, salary information, list of benefits, probation period, expected working hours, termination clauses, and             authorized signatory.

Grab your free editable offer letter!

Confirmation letter 

Purpose: A confirmation letter is often offered to employees once they complete their probation to let them know that they've secured a permanent position at their organization. It also indicates that the employee's performance during the probation period was satisfactory. If there's a new position or salary hike involved, that is mentioned too.

Key elements: Name of the employee, probation start and end date, employment confirmation statement, updated employment terms (if applicable), name of the organization, and authorized signatory.

Grab your free editable confirmation letter!

Transfer letter 

Purpose: A transfer letter, as the name indicates, is offered to employees who are transferred to a new location, role, or department within the organization. It sets clear expectations about the implications of the transfer and provides all the necessary details about their new location, role, or designation.  

Key elements: Name of the employee, details about the new role, designation, or location, effective date, changes in employment terms (if applicable), and authorized signatory.

Grab your free editable transfer letter!

Probation extension letter 

Purpose: A probation extension letter is issued to new hires to let them know that their probation period has been extended. This usually happens when the new hire fails to perform according to the expectations of their team. In such cases, they are given additional time to level up their performance and prove themselves as a valuable resource.

Key elements: Name of the new hire, reason for probation extension, extension duration, and authorized signatory.

Grab your free editable probation extension letter!

Promotion letter 

Purpose: A promotion letter is issued to employees to keep them informed about their promotion to a higher role.

Key elements: Name of the employee, new job title, promotion effective date, details about salary hike or bonus           (if applicable), list of new responsibilities, changes to reporting structure (if applicable), appreciation for their hard work, and authorized signatory.

Grab your free editable promotion letter!

Salary increment letter 

Purpose: A salary increment letter is issued to employees to keep them informed about their salary hikes. It is usually offered to provide clarity on the revised salary details and the effective date. It also typically appreciates them for their efforts.

Key elements: Name of the employee, current monthly CTC, revised monthly CTC, effective date, changes in terms and conditions (if applicable), appreciation message, and authorized signatory.

Grab your free editable salary increment letter!

Experience letter 

Purpose: An experience letter is offered to employees during the time of their resignation to confirm their tenure at their organization and highlight their roles and responsibilities. Employees often use these letters during job applications and other career transitions.

Key elements: Name of the employee and their contact information, joining date, ending date, list of responsibilities, and authorized signatory.

Grab your free editable experience letter!

Relieving letter 

Purpose: A relieving letter is a formal document that is issued to employees to acknowledge that their resignation has been approved. Employees may be required to submit this when moving on to a new opportunity.

Key elements: Name of the employee and their contact information, acceptance of resignation, details about the notice period, relieving date, and authorized signatory.

Grab your free editable relieving letter!

Best practices for writing HR letters 

Here are some of the best practices to have in mind while drafting formal letters for your employees:

Understand the purpose 

While drafting an HR letter, consider why the letter is being offered to employees in the first place. This will help you keep the letter relevant and include all the necessary information. If there are any legal obligations associated with the letter, take them into consideration too. Any errors in these letters can cause employee dissatisfaction, unnecessary confusion, and in some cases even legal challenges.

Keep it professional but human

It's always good to maintain a professional and respectful tone. Be sure to use positive wording and encouragement even when writing about more negative topics, such as in probation extension letters or policy violation letters. Use simple and straightforward sentences to convey the meaning so that it's understood easily. Always have the tone of your letter aligned with your company's overall values and ethics.

Keep the expectations clear 

Setting clear expectations in HR letters is crucial to effectively communicating the main message. For instance, if it's an experience, relieving, or proof of employment letter, be sure to enter the relevant dates without any ambiguity. Similarly, if it's an offer or promotion letter, list the roles and responsibilities involved with clear descriptions. If it's something like an offer letter, list the next course of actions that employees may be expected to complete, like submitting documents.

Comply with company guidelines 

While drafting HR letters, it's essential to familiarize yourself with your company policy to keep the letters accurate. For instance, while writing a relieving letter, you need to know the notice period that your organization follows to include the relieving date accurately. Be sure to have details about salary hikes, probation periods, employment terms, deadlines, roles, and responsibilities in line with your company rules.  

How Zoho People simplifies HR letter management

Zoho People, our cloud-based HR software, comes with an all-inclusive document management system that's integrated with Zoho Sign, so it's super easy for HR teams to create, share, and get HR letters signed in just a few steps. Plus, these letters are drafted in a way that aligns with the legal mandates of your organization's region.

Related Topics

  • tarika
    Tarika

    Content Specialist at Zoho People

Leave a Reply

Your email address will not be published. Required fields are marked

By submitting this form, you agree to the processing of personal data according to our Privacy Policy.

You may also like