HR documents and letters in Pitch N Hire HRMS

What hr documents includes

What sits in the HR document vault?

The vault holds every file belonging to a person, attached to their employee record rather than to a folder somebody named after them. Identity and address proofs, education certificates, previous employment papers, contracts, issued letters, appraisal documents and policy acknowledgements each occupy a named slot that you define. Because slots are configured rather than free-form, the system can tell you what is missing: which joiners still owe a certificate, which contractors have no signed agreement on file, which people have nothing in the identity slot at all. Files are uploaded by HR or requested from the employee, who receives a task and uploads from self-service. Each file records who provided it, when, its version, and an expiry date where the document type carries one.

How does Pitch N Hire generate offer and appointment letters?

Letters are built from templates rather than typed. A template is written once with merge fields — name, designation, department, joining date, reporting manager, salary structure components, location, notice terms — and stored in a library. Issuing a letter means choosing the template and the person; fields populate from the record, and anything the template needs that the record does not hold is asked for at that point instead of being left blank. The draft can be reviewed before it goes out. This removes the two failure modes of manually edited documents: a stale figure copied from the last letter, and a name or date that was not fully replaced. Templates are versioned, so you can see which wording a given employee received and when that wording last changed.

How do confirmation, experience and relieving letters get issued?

The same library covers the whole lifecycle, and only the triggers differ. Confirmation letters are driven by the probation end date on the record, so people due for confirmation appear as a list rather than being remembered. Promotion and transfer letters are issued when the corresponding change is applied. Experience and relieving letters are produced at exit, populated with the joining date, last working day, designation history and whatever else your template includes. Because offboarding already holds the exit date and clearance status, a letter can be held back until clearance completes where that is your policy. Issued letters file themselves to the employee vault, so the copy the person received and the copy HR holds are the same document.

How does the e-sign flow work on an HR letter?

A generated letter can be routed for electronic signature instead of being printed, signed, scanned and mailed back. You set who signs and in what order — typically the authorised signatory, then the employee — and each signer receives a link, signs, and the next signer is notified. Reminders go out on the schedule you configure, and the status of every document in flight is visible in one list rather than in somebody's sent folder. When the last signer completes, the signed file is placed on the employee record along with the trail of who signed, when and from where. Documents that stall can be cancelled and reissued. Unsigned and signed versions are both retained, so nothing is overwritten by the completed copy.

How are expiring documents tracked?

Document types can carry an expiry date, and the system watches them so nobody keeps a parallel spreadsheet. Work permits, visas, fixed-term contracts, professional certifications, driving licences and identity documents are the usual candidates. Reminders fire at intervals you configure ahead of the date, to the employee, the manager, HR, or all three, and a dashboard lists everything expiring in a chosen window. When a renewal is uploaded it becomes the current version and the previous one moves to history rather than being deleted. Because expiry sits on the document rather than in a separate reminder tool, the alert and the file are never apart: whoever chases the renewal sees exactly what is on file, when it lapses, and can reissue the upload request from the same place.

How do you distribute a handbook and record acknowledgement?

Policies and the employee handbook are published from the same library and assigned to the audiences that must read them — everyone, one location, one employment type, one department. Each assigned person receives a task, opens the current version and confirms they have read it, and that confirmation is stored against their record with the version number and timestamp. The outstanding list shows exactly who has not acknowledged, which turns chasing into a filter rather than a mail merge. When a policy is revised, the new version is reissued to the same audience, and acknowledgements are tracked per version, so you can tell who has confirmed the current wording and who only ever saw the earlier one. New joiners pick up the current set during onboarding.

Who can open a document, and what is logged?

Access is set per document type rather than per file, so a rule you write once applies to every document of that kind across the company. A reporting manager might see appraisal documents for their own team and nothing else; payroll might see salary letters; HR sees the full vault within their scope; the employee sees their own. Every open, download and share is logged with the user and the timestamp, which is what makes a question about who accessed a contract answerable rather than speculative. Bulk export is restricted separately from viewing, because the two carry different risk. When somebody leaves, their access ends with the record, while documents already issued to them are retained under your policy instead of leaving with them.

How do employees request a letter themselves?

Routine requests are a menu item in self-service rather than an email to HR. An employee chooses what they need — employment confirmation, address proof, salary certificate, a bank or visa letter — provides any detail the template requires, such as the addressee, and submits. The request routes to whoever owns that letter type, the document generates from the stored template, and it publishes back to the requester's portal once approved. Turnaround becomes visible because each request carries a state and a timestamp rather than living in a mailbox. Where a letter needs signing, the same request moves straight into the e-sign flow, so the employee receives a completed document instead of a draft they have to bring back for signature.