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HR letter format: 30 most important you need to Download (free)

  • Post author: Shayanne Hill
  • Post published: April 14, 2022
  • Post category: Employer Reputation / Human Resources
  • Reading time: 29 mins read

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On any given day, as an HR manager, you probably write an HR letter and think, it’s not that big a deal. But when you have to write many many letters and respond to multiple emails at once, it can get taxing! As an HR manager, you already have so much on your plate. Right from planning, directing and coordinating the administrative tasks of the company, to working on improving employee engagement and performance their job seems endless!

So here, in this blog, we have made put together a complete list of all the HR letters and alone with downloadable templated for each of them. With these templates, all you have to do is tweak them based on your needs, and you’re ready to roll.

I will cover the list of the 30 most important HR letters along with when and how to use them. We have also added downloadable templates for all 30 of these letters.

Feel free to click on the name and jump to the template you wish to download from the list mentioned here!

  • What is an HR Letter
  • Why is it so important to have ready to use HR mail samples in place?
  • Annual bonus letter
  • Appointment letter or Employment contract
  • Appraisal letter
  • Appreciation letter
  • Approval letter
  • Authorization letter
  • Confirmation letter for employee
  • Demotion letter/Reduction in rank letter
  • Employee recognition letter
  • Employment verification letter
  • Experience letter
  • Internship completion letter
  • Internship offer letter
  • Interview call letter
  • Invitation letter
  • NDA (non-disclosure agreement) or Confidentiality clause
  • New employee welcome letter
  • Offer letter
  • Organizational wide announcement for a new employee joining
  • Probation extension letter
  • Promotion letter
  • Recommendation letter
  • Rejection letter
  • Request denial letter
  • Resignation acceptance, also known as relieving letter
  • Salary increment letter
  • Suspension letter
  • Termination or employee dismissal letter
  • Transfer letter
  • Warning letter
  • What are the types of HR Letters?
  • How can an HRMS help in this entire process?

What is an HR Letter?

Earlier we spoke about documents that an employer has to send their employees from time to time. But what exactly are these letters?

During an employee’s life cycle in any company, they interact with a department called ‘Human Resources’ very very often. Be it when the employee was offered the job, during the onboarding process, during a performance review, the list can go on and on!

What’s important to notice here is that during all of these interactions, the HR employee gives out many letters. Formal letters that the employee and the company will keep as records.

Which letters you might ask? Job offer letters, welcome letters, performance appraisal letters etc. Again, the list goes on and on! And it is extremely tedious for HR employees to sit and write new letters every time they have to offer a new candidate a job or someone resigns from the company.

So that brings us to the next, very important question…

Why is it so important to have ready to use Human Resources Mail samples in place?

We’ve just seen that HR employees and managers write so so many letters at different stages of the employee life cycle. And writing each of these is extremely monotonous.

So, if you have a fixed template in place for every time an employee’s probation is extended or for every time someone gets a promotion, you’ll have saved so much time and energy for yourself. They basically help you

  • Save time and money
  • Streamline your process of sending out letters

cta letters

Top 30 must-have HR letter formats and templates!!

So how many of these HR mail templates did you know existed?

Ahh, you got me there. There are 30, as mentioned in the title!

So let’s dive right in and see what these 30 letters are! You may also download each HR Mail Template

1. Annual bonus

Getting a bonus is such a happy occasion. And when an employee opens that letter from you, their HR manager about that bonus, they should feel the excitement!

Bonuses are usually given out annually and to all employees, irrespective of their designation or level. The main aim of this financial year-end bonus is to motivate employees and also appreciate them for the work they do.

An annual bonus letter is a notification given to an employee by HR. This letter basically talks about the bonus the employee has received, how much it is and by when they’ll receive it. The language and tone of the letter should be extremely happy. After all, the employee has worked hard to earn that bonus.

Click here to download the annual bonus letter – hr letter template!

2. appointment letter/ employment contract.

An employment contract usually goes out alongside a job offer letter. It carries all the details of the job, including job role, working hours, job location, salary/compensation and so on. As a result, appointment letters are also often referred to as employment contracts.

A badly written appointment can lead to the candidate starting the journey with your company on the wrong foot right from the get-go. It should be formal and is often one of the first things a candidate sees on behalf of the company before they join. So, it is imperative that this has all the accurate information.

template cta - HR letter with asanify

What is the difference between an appointment and an offer letter?

While a lot of people confuse the 2, there are differences. An offer letter is simply a job offer made to a candidate who is part of the selection process. Whereas, an appointment letter gives a lot more detail and information about the job. This would include things like salary, working hours, day-to-day tasks and responsibilities, etc.

In short, the job offer letter focuses on offering the candidate the job, and the appointment letter is in a way proof that states details about the job.

3. Appraisal letter

Employee performance appraisals can mean a lot of work for HR managers. Image writing out separate letters to all your employees as you send our performance review reports! That’s extremely tedious! Good thing you have the template!

An appraisal letter is sent out to employees after the performance appraisal exercises are done. It usually has an attachment which is the appraisal report.

4. Appreciation letter

Every now and again, sending an appreciation letter (a genuine one) is a great way to stay connected with your employees and let them know you care for the work they do.

This basically includes talking about a recent project an employee worked on, maybe being a little specific about their contribution towards their project and how they (hopefully) did an amazing job! You should also thank the employee for their contribution to the organization. This is a very efficient way to keep employees engaged.

But one very important thing to remember here is to be genuine and not go overboard with adjectives. While receiving an appreciation letter is great, reading a fake one where your boss or manager doesn’t mean what they have written is simply the worst.

5. Approval letter

As an HR employee or manager, you probably get a bajillion requests all the time for various things. If you had a templatized format that you could simply customize based on the situation, wouldn’t that make life so much easier? A template for this will help you save time and energy.

An approval letter should clearly state that the request initially made has been approved. If there are any specific reasons as to why the request was approved, then that should be included here as well.

6. Authorization letters

It basically as the name suggests, authorizes someone else, to carry out a particular task.

Say, for example, an HR employee was responsible for picking up a set of documents on a particular day. But they fell sick that day. In such a situation, the HR employee authorizes another employee or person to collect these documents on their behalf.

7. HR Letter – Confirmation of employment

This is written to an employee who is on probation, but their probation period is over and now they’re being converted to a full-time permanent employee of the company.

What is a probation period?

When a new employee is hired, and the manager wants to see how well this employee works, they are hired on probation . During this time, the employee is judged based on their ability to do the job, character, ability to get along with the rest of the team etc. And finally, based on how they perform on the job, a decision is made on whether to hire the employee or not. The probation period is usually for a few months.

8. Demotion letter (for Reduction in rank)

There’s never a nice way to deliver bad news. But the way in which you deliver the bad news plays a huge role in how the other person receives it.

Why are employees demoted?

For many reasons that could include bad behaviour, unsatisfactory performance on the job or not being able to keep up with their peers despite multiple training programs. However, it is important to note that before you send a demotion letter to the employee, you give them a few warnings (we’ll come to that later, or click here to jump to the section on warning letters !) It is only fair for a person to receive a warning, and be given a chance to rectify their poor performance before a drastic measure like this is taken.

But when an employee’s rank is being reduced, they are sent a demotion (also referred to as a reduction in rank) letter. It contains the new role of the employee, why the demotion is taking place, who their new manager or supervisor will be and when will the demotion be in effect from.

9. HR Letter – Employee recognition

Earlier we looked at employee appreciation letters. And while that is important, employee recognition too, is extremely important. Employee recognition usually happens as a part of the performance management cycle, after the appraisal exercises take place.

The top-performing employees need to be recognised for their job and receive rewards. This letter basically thanks the employees for all their hard work and dedication and mentions the reward they will receive as a result!

Click here to download the employee recognition sample template for FREE now!!

10. hr letter – employment verification.

Employment verification is very often also referred to as proof of employment.

What does this mean though?

Very often employees need to produce some sort of proof or verification that they work at a particular company. This could be needed to send to landlords, financial institutes, educational institutes (in case of employees seeking admission) and so on. So here, the HR manager writes to whoever is concerned about this data. This letter ideally includes,

  • Employee name
  • Employee’s designation in the company
  • Date of joining
  • Date of leaving the job (If pre-decided, like in the case of contract employees)
  • Salary of the employee (if needed)
  • A brief summary of the employee’s job description

Click here to download the employee verification letter for FREE

11. hr letter – job experience.

Whenever an employee decides to shift jobs, there is a list of documents they must have ready with them. And this is one of those things.

Either a current employee looking to switch jobs or a former employee may ask you to write them an experience letter. It is basically a formal letter that includes details about the employee’s job (from when they worked in your company).

What should an experience letter include?

It should include the following information,

  • A brief summary of the employee’s job description i.e. a list of the duties and day to day responsibilities
  • A positive statement about the employee to conclude
  • Your contact information so that whoever receives the document may get in touch with you in case of queries or questions

12. HR Letter – Internship completion letter

This is very similar to the experience letter, both in terms of what has you should include as well as the tonality of the letter. The only difference is, here you’re writing about an employee completing an internship rather than a full-time employee who probably worked with you for a long time.

So, you include things such as the intern’s name, duration of the internship, a brief summary of the intern’s job description and a positive statement about the intern. To conclude, add your contact information so that whoever receives the document may get in touch with you in case of queries or questions.

13. Internship offer letter

You make and hand out this letter to the candidate you select for an internship at your company. It works as a formal agreement between you and the inter. An internship offer letter contains all the details about the internship, such as stipend, working hours, working days of the week, duration of the internship, documents required for submission prior to commencement and so on.

Click here to download the internship offer letter template now!

14. interview call letter.

Selection processes in various companies have many many rounds. And this is letter is used when a candidate needs to be informed that they have been selected for the interview round (which in most cases is the final round).

It should include information about the interview such as date, time, venue (online or offline) and relevant documentation that the candidate needs to carry with them for the interview. Some people also inform the candidate who the interviewer will be. You should also include information about any prior prep the candidate needs to do (if needed) here.

15. Invitation letter

Corporates have a variety of events throughout the year. And it goes without saying, each of these events need invitations. A few things an invitation letter must include,

  • Reason for conducting the event
  • Event location
  • Date and time for the event
  • RSVP date and whom to RSVP to
  • Dress code (if any)

16. HR Letter – NDA (non-disclosure agreement) or Confidentiality clause

An NDA is a legally binding contract between two parties – the employer and the employee joining the company. In simpler words, it states all the conditions and rules based on which the employee is being taken on into the company. Based on the agreement, which is mutual, the employee cannot share any confidential information with any outsider of the company.

Hence, the employer can share information freely with the employee without being worried about details leaking to any competitors.

17. New employee welcome letter

Joining a new company is always exciting (can be a little scary too!). The experience can be made so much nicer if you receive a warm welcome from the company and other employees. This starts with a welcome letter for the employee. Firstly, this letter does just that, welcomes the employee to make them feel at home in a new place.

Secondly, it must include all the information that the new employee will need on their first day of work, such as where to collect their laptop, where their new desk will be, who they need to reach out to if they have any questions and so on. You could also check out our blog on “Employee onboarding!”

18. HR Letter – Job offer

A job offer letter is a formal document that HR sends to candidates who have been selected for a job. It lets the candidate know details such as job role, department and date of joining the company. An offer letter should also inform the candidate of the last day before which they need to formally accept the job offer. This is something a lot of job offer letters miss out on but it’s extremely important!

If the candidate’s selection was based on certain conditions, they too should be called out here.

Say, for example, if your company recruits from an undergraduate university, and students are selected 3 months before they graduate. You want to ensure that these students you select don’t slack out just because they have a job offer. So, you mention, a minimum grade below which the offer stands cancelled.

19. Organizational wide announcement for a new employee joining

You’ve got a new job that you’re all excited about.

You get up early that morning and put in some effort in getting ready. To make sure you reach before time you catch an earlier bus. You reach your new office and you somehow manage to get control of your excitement. You enter and no one knows who you are. Suddenly your excitement turns into frustration and you’re wondering if this company was the right choice!

Demotivating isn’t it?

This entire problem could have been avoided if HR has just sent out a mail to everyone informing them in advance about a new employee. So needless to say, this letter is very very important.

capterra cta hr letter

20. Probation extension letter

As the name suggests, you should use this letter to inform employees who are on probation that their probation period has been extended. You should also mention the reason for the extension of the probation period and set goals for the employee to improve, grow and work better.

21. Promotion letter

A promotion letter is a formal form of communication used to inform an employee that they are being given a promotion. It usually includes things such as a salary hike, a new role along with a job description, a new manager, etc. Promotions are a great way to reward employees while also motivating them to do better in a new role and salary increment.

22. HR Letter – Recommendation letter

Writing a recommendation letter for someone is a big responsibility. You basically have to endorse their abilities, so obviously, you need to know the person well. When you write a great recommendation, it can drastically improve a candidate’s ability to get picked for a job. You should include,

  • Brief description of who you are and how you know the candidate
  • Brief description about the time they worked in your company
  • Candidate’s strengths and weaknesses
  • Why do you think the person is a good fit for the job. Be specific and give examples

A letter of recommendation is a formal email and ultimately aids the hiring manager is deciding if the candidate is good for the role or not. Hence it becomes important that more than describing how amazing the candidate is, you give an honest review about their ability to do the job.

Download the template for the recommendation letter now!!

23. rejection letter.

Now, this is an important one. Why? Because this is often thought of as redundant. “Oh if the candidate doesn’t hear from us, they’ll know they haven’t been selected!!”

But what about the time the candidate loses while they are waiting for you to reply? They could have been applying for another job then. This is why this letter is necessary.

It should be formal, letting the candidate know they have not been selected. If there are only a few candidates, you could provide feedback, or let them know they can get in touch with you if they want feedback.

24. Request denial letter

Just like we spoke about a request approval letter, we have on for request denial as well. This one should ideally be a little more detailed because it should also include why the request is being denied.

25. Resignation acceptance, also known as relieving letter

We’ve all heard of a resignation letter. But what’s a resignation acceptance letter?

When an employee comes to you telling you they want to quit, you don’t just say “Yeah, sure ok I’ll get the process started!”

You are required to draft a formal document telling the employee that you accept the resignation, hence the ‘resignation acceptance letter’. Here you also mention what further steps you will take and also expect the employee to take.

Say, for example, you let them know that you have informed the accounts team about the resignation and they will put the systems in place for their full and final settlement . Or, that you need the employee to return a bunch of company equipment by the end of the next month.

The employee should be made fully aware of their next steps.

26. HR Letter – Salary increment

After a bunch a kind of sad themed letters, we now move on to the one for salary increment. A salary increment letter is a document that goes out to employees who are going to get a raise. It is an official notification telling the employee how much their salary has gone up and by when this new pay will come into effect.

Salary increments are often given to employees who have been consistently performing well and deserve to be rewarded for it. Increments work both as amazing rewards and motivators for employees.

  • Name of employee
  • Designation of employee
  • Current and new salary
  • The month from which the new salary will be paid
  • If the increment follows exceptional performance on a particular project, that too should be called out in the letter

27. Suspension letter

Moves like this never get easy, no matter how many times you do it. But having a template in place makes sure you do it correctly! When an employee has maybe misbehaved with someone else from the team, usually they first receive a couple of warnings. But if the behaviour continues, then the employer has no option but to place the employee on suspension. Especially while the behaviour is under investigation.

A suspension letter should very clearly state the reason why the employee is being suspended in the first place. You should also mention things like when the suspension will come into effect and the duration of the suspension. A well-drafted suspension message would also inform the employee about their right to oppose the suspension in writing if they think it is wrongful.

The tone should be extremely formal and firm throughout. If there is an investigation into the wrong behaviour, then you should also talk about what the employee (who is on suspension) has to do with regard to the investigation. This could include showing up for questioning by HR or senior management, staying away from the office premises or the person the wronged etc.

hrms cta

28. Termination or employee dismissal letter

One step beyond suspension is termination. When an employee is asked to leave an organization, they are sent a termination letter. Like in the case of suspension, it is usually done after a few warnings, should be firm and formal and should mention that the employee has the right to oppose the termination in writing if they think it is wrongful.

29. Transfer letter

A transfer could mean 2 things:

  • Shifting departments within a company at the same location
  • Shifting location within the same company

When you write a transfer letter, it mentions which type of transfer it is. Other details you should include here,

  • Employee’s new role and job description
  • Employee’s new manager or who they report to
  • If it is a shift in location, new office address
  • Change in salary (if applicable)
  • Contact details of someone the employee can get in touch with if they have any questions or doubts

30. Warning letter

Earlier, we spoke about giving a warning before suspending or terminating employees, remember? When you give them a warning it is done via a formal warning letter. The letter includes details about the misconduct of the employee and corrective measures that will be taken against him/her if the behaviour is not fixed.

After the warning, either the employee corrects their behaviour, or they don’t (in which case you’ll probably end up using the suspension or termination letter templates!!).

What are the types of HR letters?

There may be various different HR mail types.  Please check the section on HR mail formats for a ready made list of the HR mail template types. Typical types of HR mail formats include the following:

  • Salary increment letter type
  • Release letter type
  • Promotion letter type
  • Performance review letter type,
  • Offer letter, etc.

How can an HRMS help in the HR mail issuance process?

Firstly, when you download these templates, you need to customise them with data specific to your needs and requirements. That too may be time-consuming! Obviously not as much time as if you were to manually write them, but it still takes more time.

What if I told you there was a way to automate the entire HR mail format process, where it literally needs no more than 3 clicks?

Use pre-existing templates and have the system fill in the data for you

The HRMS will already have a set of templates you could pick from. And what makes it simpler, is that the software will already have all your employee data. With a few clicks, the data will get inserted into your letters automatically! This means that you won’t have to manually customize it every time you send out an email.

Save loads of time

Since it’s all being done in just 3 clicks, think of the amount of time you’ll save! This time saved means that you will be able to focus on other, non-administrative tasks. You can spend more time strategising better.

Zero errors

By using templates you have anyway reduced your chances of errors drastically. But by using an HRMS, you have essentially opted for a zero error method. The templates have placeholders, that fetch all the data from the database and auto-fill the information into each template. So there’s absolutely no chance of errors.

We’ve seen a lot of HR mails in this blog, along with when they are used. Hopefully, you have downloaded the templates by now? No? What are you waiting for?

download hr letter sample and template now

So, now you have a full collection of 30 templates that can save you tons of time and energy. Customize them as you wish and you’ll be good to go!

What is the HR letter?

It is not a single thing, but a list. Basically, throughout an HR’s span, while working in a company, they interact with different employees. Each of these employees are at different stages of their own employee life cycle. So, one might need a recommendation or experience letter, while one might need an employment contract or an NDA. HR mail formats is basically a list of all these documents that are used by HR.

How do I start an HR letter?

1. You can start it by adding your name in the first line (in the from section), followed by ‘Human resources department’. This should ideally be followed by the registered company address. 2. After this, use an appropriate salutation such as ‘Dear’ or ‘Hello’ depending on the type and tone of the message. 3. Add the name of the person you are addressing the letter to, their job department name and again the company address.

How do I end an HR letter?

1. End the message with your own (HR manager or founder) phone number or email ID so that the person can get in touch with you in case of queries 2. Follow the previous step with an appropriate sign-off.This should include your name, your designation, and your department name. You could also add your phone number or email ID here again.

[saswp_tiny_multiple_faq headline-0=”h3″ question-0=”How do I write a HR letter” answer-0=”You may write a HR letter by addressing the topic properly through any of the readymade templates created by Asanify. HR Letter templates include salary increment letter, promotion letter, full and final settlement letter, etc.” image-0=”9713″ count=”1″ html=”true”]

Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant  or Labour Law  expert for specific guidance.

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Latest blog posts, what is a letter of employment your guide on how to write one.

In this article, we aim to help you understand the purpose of a letter of employment. This guide offers tips on how to write one and provides a template for easy use.

A letter of employment verifies an employee’s job title and employment dates, but can include additional requested information (such as salary).

An employee often requests a letter of employment when making major financial decisions, such as renting a flat or applying for a loan.

A letter of employment should be short and to the point.

  • 1 What Is a Letter of Employment?
  • 2 How To Write a Letter of Employment
  • 3 Letter of Employment Guidelines
  • 4 Letter of Employment Template
  • 5 Tips for Writing a Letter of Employment
  • 6 Frequently Asked Questions About Letters of Employment
  • 7 How To Write an Effective Letter of Employment 

What Is a Letter of Employment?

A letter of employment — sometimes called an employment verification letter — is written by an employer to verify an employee’s working status. It confirms the employee’s job title, salary, history at the organisation and the organisation’s contact information. 

How To Write a Letter of Employment

A letter of employment is short and to the point. It includes the below information: 

Employer Details  

Include the basic information about your company, such as the organisation’s name, address and contact information.

Details of the Organisation Requesting the Information

Address the organisation requesting the letter by name and include the name of the contact person there. 

Necessary Information of the Employee 

This information includes the employee’s name, job title and dates of employment. It may also include salary and other specific information asked by the requester. 

Letter of Employment Guidelines

Follow these best practices to write a letter of employment… 

Stick to a Business Letter Format 

For a formal letter, follow the business letter format, which consists of writing your organisation’s contact information, name and address at the top of the page. 

Next, state the date the letter is written and then the contact information of the recipient. If you have the name of who you’re writing the letter to, address them by name in the opening of the letter. If you don’t have a name, “Dear Sir or Madam” or “To Whom it May Concern” are acceptable alternatives.

Express the Purpose of Your Letter 

State right off that this is a letter of employment, so the reader knows precisely what they’re reading.

Incorporate Details Requested by the Employee

In addition to the standard information in a letter of employment, the employee may need other items addressed. Make sure to ask for these details and that they’re included in your draft. Keep this additional information brief and easy to read.

Give Contact Details and Sign Off

Offer to answer questions the recipient may have, and provide your contact information so they can reach out to you. You can share your work email or phone number. Then, end with your signature.

Proofread Your Letter and Correct Any Errors in Fact

Carefully read over the letter for spelling or grammatical errors. Fact-check the information provided. Be aware of tone when editing, too — it should sound professional and polite. 

Letter of Employment Template

Save this letter of employment template example for future use. 

[Your company name] [Your company address] [Your company phone number, if applicable] [Date] [Company name that you’re contacting] [Address of recipient]

Dear [Person’s name, or nameless greeting], This letter is to verify [insert name of employee’s] employment at [insert name of your company]. [Name of employee] was hired on [insert state hire date] and has been working [full time/part time/other type] as a [insert job title] with us since then [if employment ended, add the end date here]. [Employee’s name] annual salary is [insert salary amount].  [In a new paragraph, include other details the employee mentioned to you.] If you have any questions, you can contact me at [insert your phone number or email address here]. 

[Your printed name] [Your signature] [Your job title] [Your company’s name again]

In search of other letter types? Check out our other HR templates that make day-to-day employee management easier.

Tips for Writing a Letter of Employment

Here are practical tips to consider when writing and revising your letter of employment:

Apply Your Organisation’s Official Letterhead Format

To ensure that your letter looks professional, incorporate your organisation’s official letterhead styling. This often includes your organisation’s logo and contact details. 

Get to the Point

Don’t delay the purpose of the letter when drafting a letter of employment. After the proper formatting and introductions, get right to the information.

End With a Handwritten Signature 

A handwritten signature – instead of a script font – lends authority and authenticity to your letter. Use a PDF reader, a stylus, insert a drawing of your signature or print and scan a signed letter to add your signature.

Let the Employee Review Your Letter 

In most cases, your employee can read their employment verification letter, but double-check with your organisation’s policy beforehand. If they can read it, they can bring any errors in fact to your attention.

Send the Letter Quickly

Time is often of the essence when a letter of employment is requested. Don’t delay drafting and submitting the letter. The template and tips in this guide can help you write a letter of employment quickly. 

Frequently Asked Questions About Letters of Employment

What is a letter of employment used for.

A letter of employment is used to verify that an employee works where they say they work. It’s often reviewed by lenders, landlords and other decision-makers when it comes to significant financial decisions. 

What Is a Good Letter of Employment Template?

A good letter of employment template is short and to the point. It includes the basic information required, plus space to include other requested details. 

How To Write an Effective Letter of Employment 

A good letter of employment is short and provides all the necessary details straight away. For other tips on professional communication, check out Personio’s articles on how to write a professional rejection email and informal communication methods . 

Personio makes HR management a breeze. Book your free demo to learn how Personio can help you manage everything in one place.

We would like to inform you that the contents of our website (including any legal contributions) are for non-binding informational purposes only and does not in any way constitute legal advice. The content of this information cannot and is not intended to replace individual and binding legal advice from e.g. a lawyer that addresses your specific situation. In this respect, all information provided is without guarantee of correctness, completeness and up-to-dateness.

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How to Write a Complaint Letter to Human Resources (With Templates)

Last Updated: April 10, 2023 Fact Checked

Sample Letters

Harassment complaint letter, general complaint letter, resolving the issue.

This article was co-authored by Lily Zheng, MA and by wikiHow staff writer, Hannah Madden . Lily Zheng is a Diversity, Equity, and Inclusion Consultant and Executive Coach who works with organizations around the world to build more inclusive and innovative workplaces for all. Lily is the author of Gender Ambiguity in the Workplace: Transgender and Gender-Diverse Discrimination (2018) and The Ethical Sellout: Maintaining Your Integrity in the Age of Compromise (2019). Lily earned her MA in Sociology from Stanford University. There are 11 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 2,104,273 times.

Is your boss threatening your job if you don't "see things his way?" Is a coworker sabotaging you or taking credit for your ideas? The workplace can be stressful enough without these issues to deal with, and many problems like these are against company policy (or even against the law). Fortunately, by making a formal complaint to Human Resources (HR), you can address any issues at your job and come up with a solution that works for everyone. Keep reading to learn exactly what to include in your letter as well as how to follow up with HR.

Things You Should Know

  • Format your letter like a business letter, and start with a professional greeting.
  • Include your name and as many details about the complaint as you can, including documents and witnesses.
  • Write about what you’ve tried so far, and end the letter by stating a proposed solution.
  • Follow up with HR after a few days or weeks for mediation or a resolution.

how to write a hr letter

  • Derogatory remarks or slurs based on the protected characteristic
  • Intimidation
  • Threats and physical assaults
  • Telling offensive jokes

Step 2 Write down details about the harassment.

  • Who harassed you and their relationship to you. You can be harassed by a supervisor or by a coworker. Also, the harassment can come from someone of the same sex as you.
  • When each harassing act occurred—date, time, and location. Also write down what the person said or did, and how you responded.
  • Who witnessed the harassment. Write down their names and job titles.
  • What tangible evidence you have of the harassment. For example, you may have harassing emails, voice mails, or notes.

Step 3 Format your letter...

  • Describe the incidents in chronological order, which is the easiest for people to understand.
  • In some larger organizations, HR might not know everyone, such as a coworker. Identify who they are, e.g., “Jason Jones, who works in the cubicle next to me, saw our boss make the obscene gesture.”
  • Stick to the facts. Don’t make any kind of allegation or charge that you can’t back up with proof, such as your written memories or a witness. For example, don’t speculate about your boss or coworker’s motivation for what they said or did, since there’s no way to prove that.

Lily Zheng, MA

Lily Zheng, MA

Make sure the letter answers "who," "what," "where," and "when." Clearly lay out the problem and its impact on you and your work, along with any relevant information HR might need to know. Then, suggest a solution that will resolve the problem and its negative impact."

Step 6 Explain how you responded to the situation.

  • Also explain if you tried to resolve the issue. For example, you might have met with your harasser to ask them to stop making sexually-explicit jokes.
  • Remember to explain how the harassment made you feel. For example, you might have had trouble working in a team with the person who was harassing you, which caused you to skip work or perform below your usual standards.

Step 7 Propose a solution.

  • Remember to end the letter by thanking HR for their time. Insert “Best” or “Sincerely,” and then sign the letter.

Our Expert Agrees: To ensure that the resolution you suggest is appropriate, put yourself in the perspective of the decision-maker, and ask yourself, "Does this make sense?" and "What other options are available?"

Step 8 Avoid using offensive language.

  • Instead of writing, “I’m so pissed right now,” write “I am angry.”
  • Instead of “my boss is a bigot,” write “Mr. Jones intimidates me by repeatedly yelling at me using racial slurs.”

Step 9 Send the letter to HR.

  • You haven’t been paid properly : your company might be withholding pay, not calculating it properly, etc.
  • You have not received what you have been promised under your employment contract.
  • Your boss or coworkers are bullying you . Some abuse doesn’t qualify as workplace harassment. Legally, harassment must be based on a protected characteristic, such as race, gender, religion, age, etc. [10] X Trustworthy Source US Equal Employment Opportunity Commission U.S. government agency that enforces civil rights in the workplace Go to source Nevertheless, someone might bully you simply because they don’t like you.
  • You are being discriminated against , either for race, religion, gender, or political beliefs.

Step 2 Gather the facts about what happened.

  • What happened, when, and where. If you’ve been bullied, write down the details.
  • Who is involved (your immediate supervisor, coworker, an employee in a different part of the organization, etc.)
  • How you attempted to resolve the issue. Did you talk to a supervisor? Ask HR for help already? Write down the dates and the names of who you spoke with. Also, summarize any responses you received.

Step 3 Set up your letter using a business format.

  • Contact HR and ask who to address your letter to. Write a salutation like “Dear Mr. Marshall” or something equivalent.

Step 4 Get to the point quickly.

  • For example, begin with something like: “I am a data processing clerk in our accounting office. I’m writing to complain that my total pay has been inaccurate for 2 months now.”

Step 5 Provide details.

  • Write something like the following: “There have been 3 major bullying incidents” and then write “Additionally, there has been low-level bullying, which I am happy to discuss in person with you.”

Step 6 Explain how you have handled the issue.

  • For example, “On January 12, I told my supervisor, Larsa Chavez, about my pay being wrong. Although she said she would investigate, my pay hasn’t changed and she doesn’t seem too worried about it. We are now approaching the 2-month mark and I am still not being paid properly.”
  • Also let HR know how you have been feeling. For example, if you are being bullied, briefly explain how it has affected your health. Identify if you had to take time off or had to see a doctor. [16] X Research source

Step 7 End the letter with a request for a resolution.

  • If you don’t think HR has your phone number, include that as well.

Step 1 Meet with an HR investigator.

  • Although you may be told that the interview is confidential, expect many other people in the organization to know what you have written.

Step 2 Participate in mediation if HR recommends it.

  • The purpose of mediation is to resolve the dispute voluntarily so that each side can walk away feeling good.
  • If the harassment has been severe, don’t feel compelled to mediate a dispute with your employer. Instead, find an attorney and discuss next steps.
  • Your employer might offer “conciliation,” which is like mediation. However, the conciliator is more involved in decision-making than a mediator, who lets the parties decide on a proper resolution.

Step 3 File a harassment charge

  • Avoid delaying this step. You have 180 days from the date of the harassment to file a discrimination charge with the EEOC. [20] X Trustworthy Source US Equal Employment Opportunity Commission U.S. government agency that enforces civil rights in the workplace Go to source Your state agency may give you more time.
  • Generally, federal EEOC law covers most employers. But some smaller employers might only be covered by state law. If your employer has 15 or fewer employees, you may need to complain to your state agency.

Step 4 Hire an attorney to escalate the situation beyond your workplace.

  • Ask for an employment lawyer . When you call to set up a consultation, ask how much the lawyer charges.
  • Prepare for your consultation by gathering helpful documents, such as a copy of your complaint letter to HR.
  • At the consultation, you will discuss whether you have a legal case. Not all harassing conduct rises to the level of legal harassment. For example, 1 off-color joke probably doesn’t qualify.

Community Q&A

Community Answer

  • Your workplace might have a grievance form for you to fill out. Check with Human Resources before writing your letter. Use the form if one is available. Thanks Helpful 0 Not Helpful 0

how to write a hr letter

You Might Also Like

Write a Complaint Letter to a Company

  • ↑ https://www.eeoc.gov/laws/types/harassment.cfm
  • ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/
  • ↑ https://www.employmentlawhelp.org/discrimination/gender/lgbtq-discrimination-complaint-letter
  • ↑ https://consumer.ftc.gov/consumer-alerts/2015/09/how-write-effective-complaint-letter
  • ↑ https://www.employmentlawhelp.org/sexual-harassment/sample-letter
  • ↑ https://www.eeoc.gov/harassment
  • ↑ https://www.citizensadvice.org.uk/work/problems-at-work/Letter-to-raise-a-grievance-at-work/
  • ↑ https://www.nationalpartnership.org/our-work/resources/economic-justice/sexual-harassment/know-your-rights-witnessing-sexual-harassment-work.pdf
  • ↑ https://www.citizensadvice.org.uk/work/grievance-meetings/dealing-with-grievances-at-work/

About This Article

Lily Zheng, MA

To write a letter of complaint to human resources, start off by explaining what your complaint is about. Then, provide details, facts, and evidence that support the claim you're making. You should also explain any attempts you've made to solve the problem yourself. Conclude your letter with a request for help, like asking for an investigation or a mediated meeting. When you're writing your letter, try to be as specific as possible by including people's names and also the dates you spoke with them. Before you submit your letter, save a copy for your records. To learn more, such as how to talk to and work with a representative from Human Resources, keep reading! Did this summary help you? Yes No

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Free HR Letter Format Sample + Effective Writing Tips

Table of Contents

When you’re working in Human Resources, you’ve got to be prepared for the paperwork. The number of letters you need to send out regularly can be daunting. Luckily, we’ve got an  HR letter format sample  that can help! Human Resources is vital in facilitating open and clear communication between employees and management. Whether for a company announcement or job offer, you can use a standard format to get your message across clearly.

What is an HR Letter?

An HR letter is a type of correspondence from a company’s human resources department . It can be sent to an employee, potential hire, or former employee. These letters serve many purposes, including:

  • Congratulating an employee on their achievements
  • Issuing a warning or disciplinary action
  • Informing of changes in company policies
  • Offering employment or promotion opportunities and so much more

HR letters are usually written in a professional tone and contain all the relevant details that need to be conveyed. They may also include legal language, especially when addressing termination or disciplinary action issues.

Quick Tips for Writing a Professional Letter

Writing an HR letter is no different from writing any formal letter. Given that you’re acting on behalf of the company, you need to maintain a level of professionalism. Here are some quick tips that can help you do this:

Start with a clear purpose.

Begin your HR letter by stating the main reason for writing it. This helps the reader understand what to expect from the rest of the letter.

Address the recipient properly.

Use appropriate titles and names to show respect and professionalism when addressing the recipient.

Keep it concise.

You don’t want your point to get lost among long-winded sentences and overly long paragraphs. Only mention details that are relevant to the subject of the letter.

Use a professional tone.

Write professionally, conveys authority, and show empathy and understanding towards the recipient.

Provide all relevant details.

Ensure you include all necessary information related to the matter at hand.

Proofread thoroughly.

Don’t forget to double-check your HR letter for spelling mistakes and grammatical errors before you send it out. An error-free letter is sure to come off as more professional.

Use active voice.

Many people don’t know this, but writing in an active voice rather than a passive voice makes your letter more engaging. It also makes it easier to read.

Stick to the facts.

Stay objective and stick to factual information without making assumptions or accusations unsupported by evidence.

End on a positive note.

Conclude your HR letter positively by thanking the recipient for their time.

Person holding on red pen while writing on book

HR Letter Format Sample

As we’ve mentioned, many reasons exist for sending out an HR letter. Here’s a general HR letter format sample that you can use for them all: [Your Company Letterhead] [Date] [Employee Name and Address] Dear [Employee Name], [ Introduction : In the first section, introduce yourself and explain why you are reaching out.] [ Reason for Contact : This part of the letter will describe the reason for contacting the recipient. Provide any necessary details, such as changes to policies or procedures that may affect their employment status.] [ Explanation : Following the reason for contact, will explain the situation or update in question. Let them know how it impacts them.] [ Next Steps : After explaining the situation, outline their next steps if necessary. Whether it’s attending training sessions or meeting with HR representatives, you need to spell out what needs to happen next.] [ Conclusion : Finally, wrap up the letter by expressing appreciation for their time and attention. You can also welcome any questions or concerns they may have.] Sincerely, [HR Representative’s Name and Signature] [Your Company]

Wrapping Up

An HR letter is an essential tool for both employers and employees alike. It helps ensure clear communication between parties and promotes transparency and fairness within the workplace. Hopefully, this hr letter format sample  has helped you get started. Good luck!

Free HR Letter Format Sample + Effective Writing Tips

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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How to write an application Letter ?

​ Application letter is a formal letter written to make any request to a specific person or to an  organization , application can be for leave, for job or an application for admission in a school or university, application for extension of a project or a report.

It is a way to request for something we want for ourselves to be done by requesting an another person or an organization. There can be different reasons for writing an application.

Application Letter use and Need

In the corporate world application letter is a written request for specific issue. It is a report sent with your resume to give extra data on your aptitudes and experience . This letter is the source through which you can get a job what matters is how present it to the other person.

Given below are Examples, Samples and format of writing Application Letter :

Read more : How to write Regret letter to someone?

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pdf

Sample Template

                                                        

                                                                                                                                      Date:___________

Name of the Applicant

Address ___________

Email ID ___________

Contact No. ________

 Designation

Organization Name

Address ____________

Ref: Application Letter for the Job Posted in (Newspaper Name) ________ dated ______.

I am writing this letter for the job position as _______________ that was posted in ___________ yesterday. I would like to submit my application for the said post.

I am _______ years of age and I acquired a ____________ Degree in college. I graduated as ___________ at the University of _________ in the year __________.

In terms of qualification, I already worked as (position name) __________ at the (organization name) _____________ since the time I graduated until this present time.

Attached with this letter is my resume for some of my personal information and achievements.

I would like to say thank you in advance for considering me. I look forward to hear from you soon.

Sincerely Yours,

Encl: As mentioned

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Sample Template - 2

                                                                                                              Date:_________  

From  Name of the Applicant Address Email ID  Contact No   To,

Designation Organization Name Address 

                          Sub: Recruitment of the Network Administrator

   I am writing this letter with the reference to the advertisement dated__________ in ____________, I would like to submit my nomination for similar details given in the succeeding paragraphs. I am aged _______ years and have __________Degree in Computer Application from the (University /Institute Name) __________ that I acquired in the year ________. After that, I have worked with the (organization name) ___________ as an (position name) ________ in (Location) _________ from (duration) __________ to _________. I enclosed my detailed resume or CV for your consideration. Thank you.  

Yours Truly, Name of the Applicant Encl: As mentioned

Sample Template - 3

Date: ______

Designation

Ref: In response to the company job announcement at the _____ Newspaper dated ____

I am writing this letter as a response to your announcement that was posted in the ___________ Newspaper on ____________. So, I thereby, submit my application for the position of _____________________.

I have finished my _________ Degree in ____________ at the prestigious ______________University of _________ in the year ___________.

Attached with this letter are my Curriculum Vitae for consideration.

Thanking you for the time that you spend reading my letter.

Yours Truly,

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