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Write and issue HR letters

Write a letter to an employee from scratch or a template, check it, issue it, and pull it back if needed.

On HR Letters, owners and admins write letters to employees, such as offers, confirmations and warnings. A letter stays a draft, unseen by the employee, until you issue it.

Who can do this

Owners and admins, outside the demo workspace. Everyone else sees only the issued letters addressed to them.

Before you start

The letterhead is made from your company details on your account's company page: the company name, registration number, address and logo.

Steps

Start a letter

  1. Open HR, then Letters under Approvals.
  2. Click New letter.
  3. Choose the Employee. Only active employees are listed.
  4. In Start from, pick A blank letter or a template. With a template, the draft opens with the employee's details filled in.
  5. Click Continue. The draft is saved at once.

Write and check it

  1. Choose the Type: Offer, Confirmation, Promotion, Warning, Contract renewal or Other.
  2. Fill in the Title and the Letter. Format with **bold**, *italic*, # headings, - bullets and 1. numbers, or the buttons above the text.
  3. Click Preview to see the letter as it will print. Click Edit to go back.
  4. If Still to replace in this letter shows, click each placeholder to find it, then replace or remove it.
  5. To ask the employee to confirm they have read it, tick the box that starts with Ask and ends with to confirm they have read it.
  6. Click Save as draft to finish later.

Issue it

  1. Click Issue…, then Save and issue. The employee can now see the letter.
  2. On the list, a draft can also be issued with Issue, then Issue again.

Drafts come first in Recent letters. A draft can be edited or deleted. An issued letter can be viewed, printed, or pulled back with Pull back to draft. Pulling back hides it from the employee and clears any acknowledgement.

Common problems

  • "The letter has no text yet." Write the letter before issuing.
  • "The letter still has a placeholder in it. Replace it before issuing." Look under Still to replace in this letter.
  • "That letter has been issued. Pull it back to draft on the Letters screen to change it."
  • "Keep the letter to 10,000 characters."

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