Issuing Appointment letter and other letters

Menu : HR Manager > Employee Details > Employee Management tab

Accessible to : HR Team

Various types of letters can be generated from EazeWork HRMS. Some letters are generated as a part of a work flow, for example Department Transfer letter, these are not covered in this article, refer to the article on HRIS Overview for details on these letters.  This article covers letters which can be generated manually.

1. Generating letters

Steps to be followed -

1. To generate a letter for an employee click on the "Generate Document" button as shown in the image below

2. On the popup which comes up select the document / letter type which is to be generated

3. Some letters are allowed to be generated multiple times and some like Appointment letter can be generated only once. Depending upon the scenario you will get either of the popups as shown below.

Scenario 1 - Appointment letter has already been generated

If you want to regenerate the Appointment letter you can delete the previously generated one. No alert or notification is sent on deletion. You can generate another copy of the document. Each copy is referenced with the date on which it was generated.

Scenario 2 - Letter is to be sent for E Signature

Note - there is an option to also provide the salary breakup as an Annexure in Appointment letter. In this scenario the salary structure which is used for the first payroll which has been run for the employee in the software is used in the Appointment letter.

When you generate a document there are three options out of which one would have been configured in the setup

1. Document is directly generated - here you have the option to email it or not, even if you do not email it the document will be available in reports

2. Document is generated and sent to employee for acknowledgement, employee will be able to download it only after he acknowledges receipt of the document

3. Document is generated and sent to employee for E signing, employee will be able to review the document but can download it only after he E signs it

You can download a sample letter and check. If you want to change the letter content you will have to get in touch with your Application Administrator.

Generated letters can be accessed by the employee at any time from Reports > Employee Reports > My Documents or by the HR Manager from Reports > Employee Reports > Employee History.

2. Generating Appointment letters in bulk

1. Click on "Generate Appointment Letters" button on the bottom of the page

2. Select the checkbox against the names of the employees for whom you want to generate Appointment Letter. Remember that the letter will be generated with today's date. If acknowledgement or E Signing feature is not activated then you will see a popup as shown below.

You will have the choice to generate but not email to employee. 

If acknowledgement or E Signing feature is activated then you will see a popup as shown below.

Here you will not get the option to only generate and not email.

Note

1. Even if the document is not emailed it would still be available in reports.

2. . You can generate letters for non web users only if acknowledgement or E Signing feature is not activated.

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