HR letters are formal written communications that address a variety of subjects, such as job offers, orientation procedures, performance reviews, revisions to company policies, disciplinary actions, and employee appreciation, among others.
These HR letters not only offer clarification on crucial issues, but they also serve as formal records that show the information exchange, judgements made, and actions done by the HR department.
In this Article, we will discuss three important HR Letters (Part 1) with Template.
RELIEVING CUM EXPERIENCE HR LETTER TEMPLATE
The first HR Letter in our list Relieving cum Experience letter. Let us see the Template.
Ref: XYZ/2021/01
DD/MM/YYYY
TO WHOMSOEVER IT MAY CONCERN
This is to certify that Mr. XXXXXXXXX (Employee ID: XXXX) worked in our organization in the XXXXXXXXX location from 12th June 2017 to 12th February 2020.
His service records at the time of relieving are as follows:
Designation : XXXXXXXX
Date of Joining : 12/06/2017
Date of Relieving : 12/02/2020
Reason for Leaving : Resignation
Last drawn salary : INR XXXXXX
He was relieved at the close of business hours on DD/MM/YYYY as per terms of his employment.
During his tenure with us, his performance was satisfactory.
We wish him success in his future endeavors.
for XYZ Pvt Ltd.,
Name
Head of Human Resources
ABSCOND LETTER TEMPLATE (HR Letter)
The second HR Letter in our list is the Abscond letter.
DATE
To
Name
XYZ003
Executive
Dear <Name>
This note is to place on record that you have not been attending office since DD-MM-YYYY as per Company’s attendance records. You have failed to communicate such absence to the Company’s authorities and / or not have obtained approvals for such an absence. This is a clear violation of our Company’s policies and you have decided to remain uninformed of your absence.
Further you have not responded to our telephone calls and emails. This clearly demonstrates your act being indiscipline and unprofessional. Therefore, the Company has no choice but to treat your absence as wilful abandonment of service and that you have absconded with effect from DD-MM-YYYY. There is no further lien on the employment whatsoever. You may hand over the relevant company properties to the concerned immediately.
On behalf of XYZ Pvt Ltd.,
Name
Director
TERMINATION HR LETTER TEMPLATE
The Third and Final HR Letter in our list is the Termination letter.
DATE
To
Name
Emp ID
Designation
Dear
This note is to summarize the unprofessional, offensive, rude & highly undisciplined behavior that you have indulged in on the DD-MM-YYYY under the influence of alcohol.
The above act has been conclusively proven through the recordings captured in our closed-circuit television (CCTV) cameras.
You, along with few other employees have indulged in such an indisciplined and unacceptable behavior that has brought high disrepute and shame to the Company.
Besides disrepute, your act has put the Company in a very compromising situation with the society at large.
You have also damaged the properties that belonged to others outside of XYZ.
Your act has caused inconvenience and hardship to several other employees of the Company in addressing and resolving the problems created by you and your act.
All of the above places on record that you have failed to behave in an appropriate manner, violation of Company’s code of conduct, brought disrepute to the organization, and behaved in a manner that endangered people’s lives, properties & neighborhood.
For the reasons stated above, you are hereby terminated with immediate effect as of DD-MM-YYYY and there is no further lien on the employment whatsoever. You may hand over the relevant company properties to the concerned.
On behalf of XYZ Pvt Ltd.,
Name
Head of Human Resources
As a result, the HR letter is an essential instrument for communication in the field of human resources. HR practitioners can use HR letters to create a healthy work environment and strengthen employee connections by using effective writing strategies and a people-centric approach.
Hope these HR Letter templates are useful to you.
Also read The Best Practices for Handling Employee Grievance