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greytHR enables you to create various letter templates that are relevant to your company's needs. In the Template Gallery, there are ready-made templates that you can utilize. Select the one that best suits your requirement. You can edit the ready-made templates according to your needs. You can also start with a blank template and create the content as per your requirements.

To generate an Employment Letter, it is mandatory to create the letter template.  


To prepare a new letter template, perform the following actions:

  1. Navigate to Employee > Setup > Letter Template
  2. Click The New Leter Template button. The Letter Template page opens with a set of wizards that helps in creating the letter template.
  3. Under Step 1: General Information section, in the Title text box, enter a name for the letter. Later, you can use the same name to find out this template under the Letter Template tab.
    Figure 1: Viewing Letter Template Page

  4. Select the Enabled checkbox if you want this letter template to be displayed under Employee > Admin > Prepare a Letter wizard.
  5. Select a value from the Letter Number Series drop-down list. To further customize your value, click the Add a Letter Number Series icon [The Add icon] and type the required values to create your value string.

    Figure 2: Adding Letter Number Series

  6. Choose an appropriate template from the Mail Template drop-down list.

  7. If you want to enable password protection for your letter templates, select the Password Protection for Letter Attachments check box.
  8. In the Custom Field section, type values if you require a new field in the letter, such as an employee's CTC, Grade, or Location

    You must select the “Allow Employee Edit” check box if you want the fields to be filled by employee while applying the letter request from the ESS portal.

  9. Click Next. In Upload Template step, you can upload your customized template document. Click Upload File and select the required template file from your local directory. 

    • You must ensure data fields in your customized template document is exactly as mentioned in the letter template data sources file. It is always recommended to download the letter template data sources file where instructions are detailed for efficient and error-free customization of your letter template. 
    • In case of any error, download the error report. The errors will be listed out in the error report. Correct the listed errors in your customized template document and re-upload the document.

  10. After the file is successfully uploaded, you can Preview the uploaded letter template.

    The preview will be shown in PDF. You can download the PDF if required. Please make sure alignments & styling is as per your requirements before you finish the configuration.

  11. Click Next to set up the workflow. Step 3: Workflow setup page opens. 
  12. From Can employee request for letter?, select Yes option if you want your employees to request a letter. Select No option if you want to disable the letter request feature for your employees. On selecting the Yes option, the Reviewer Levels option appears.  
  13. From the Reviewer Levels, select the required reviewer level option. On selecting Reviewer Levels, the Reviewer Level box(es) appears based on the reviewer level selection. Consider you have selected reviewer level as 2, then the following Reviewer Level boxes appear: 
     

    If you are selecting Reviewer Level as 1 Level, perform the following actions:

    1. If you select 1 Level option, a box named Reviewer Level 1 appears.
    2. Under Reviewer Level 1, select Approver Title from the drop-down list.  

    If you are selecting Reviewer Level as 2 Level, perform the following actions:

    1. If you select 2 Level option, two boxes named Reviewer Level 1 and Reviewer Level 2 appears.
    2. Under Reviewer Level 1, select Approver Title from the drop-down list.  
    3. From the Approver Permission, select Auto Forward check box if you want to auto forward the letter requests. 
    4.  On selecting Auto Forward check box, Action Due In appears. Select the Days from spin box. The letter requests will be auto forwarded based on the days you selected in the spin box. 
    5. Under Reviewer Level 2, select Approver Title from the drop-down list.

    If you are selecting 3 Level, perform the following actions:

    1. If you select 3 Level option, three boxes named Reviewer Level 1, Reviewer Level 2, and Reviewer Level 3 appears.
    2. Under Reviewer Level 1, select Approver Title from the drop-down list.  
    3. From the Approver Permission, select Auto Forward check box if you want to auto forward the letter requests. 
    4.  On selecting Auto Forward check box, Action Due In appears. Select the Days from spin box. The letter requests will be auto forwarded based on the days you selected in the spin box. 
    5. Under Reviewer Level 2, follow the same instructions from step b-d.
    6. Under Reviewer Level 3, select Approver Title from the drop-down list.  
  14. Click Finish. The new letter appears on the Letter Template page.

  • You can download [], edit [] or delete [] the template using the appropriate icons.
  • The letter also appears under Employee > Admin > Generate Letter > Prepare a Letter.

Related Concepts

Letters

Related Videos

  • To learn more about the Letter Template enhancements, watch the video
  • To learn more about the Letter Request Workflow and related ESS tasks, watch the video