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HR Letter Generator

Draft an appointment letter, a probation confirmation, an experience letter or a relieving letter from your own details. Pick the letter, fill in what you know, and copy it out. Anything left blank stays a marked placeholder so an unfinished letter cannot be issued by accident, and nothing you type leaves your browser.

Last updated

Read this before you send anything

This produces a draft for review, not a legally checked document. Notice periods, probation rules, what a relieving letter must contain, final settlement and statutory dues all differ by country and often by state, and they change. Have every letter reviewed by a qualified employment lawyer where the person works before you issue it. Nothing here is legal advice.

Which letter?

The details

Anything you leave blank appears as a clearly marked placeholder, so an unfinished letter cannot be issued by accident. Everything runs in your browser — no employee detail is transmitted.

Your appointment letter

11 placeholders still to fill in — shown in capitals and square brackets.

Subject: Letter of appointment - [DESIGNATION]

Dear [EMPLOYEE NAME],

Further to your acceptance of our offer, we are pleased to confirm your appointment with [COMPANY NAME] as [DESIGNATION], effective [START DATE].

Place of work: [WORK LOCATION]
Reporting to: [MANAGER NAME AND TITLE]
Compensation: [COMPENSATION AND HOW IT IS EXPRESSED]

Your employment is subject to [COMPANY NAME]'s policies as they apply from time to time, and to any conditions set out in your offer. Details of leave, benefits and working arrangements are as described in the applicable policy documents, which govern in all cases.

Please sign and return a copy of this letter to confirm your acceptance of these terms.

We are looking forward to working with you.

Yours sincerely,
[YOUR NAME AND JOB TITLE]
[COMPANY NAME]

Still assembling employment letters by hand?

Appointment, confirmation and relieving letters all pull from details you already captured when you hired the person. See how Pitch N Hire keeps the candidate record, the offer and the paperwork trail in one place.

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01 Getting the wording right

Why these letters are worth getting right

Employment letters are read twice: once when they are issued, and once when something has gone wrong. The second reading is the one that matters. A letter that states the role, the dates and the terms plainly settles most disputes before they start; one that is vague, or that promises something the policy does not, creates the argument it was meant to prevent.

The most common avoidable mistake is restating entitlements — leave, benefits, notice — directly in the letter, where they immediately drift out of step with the policy documents that actually govern them. Referencing the policy is duller and far safer. The second most common is issuing an experience letter with performance commentary in it, which converts a verifiable record of employment into an unverifiable opinion.

Everything above is general practice, not law. What a letter must contain, how long a review period may run, and when final dues must be settled are set locally and change — so treat every draft this tool produces as something to take to your employment counsel, not something to issue as-is.

Templates for the rest of the process

Offer letter templateAppointment letter templateProbation confirmation letter templateEmployment contract template

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FAQ

HR letters — FAQs

What is an appointment letter?
An appointment letter confirms an accepted offer and records the main terms of the appointment: designation, start date, place of work, reporting line and compensation. It usually follows the offer letter and precedes or accompanies a fuller employment agreement, though exactly what it commits either party to depends on local law.
What is the difference between an experience letter and a relieving letter?
An experience letter is addressed to whoever asks and states the role and the dates a person worked. A relieving letter is addressed to the employee and confirms they have been formally released from their duties on a stated date. Many employers issue both; some combine them, which is a policy choice rather than a rule.
Should an experience letter include performance comments?
Keeping it factual and neutral is the safer practice. Role, dates and scope are verifiable; opinions about performance are not, and they can create disputes or discrimination exposure later. If you want to say something warmer, a separate reference given knowingly is the cleaner route.
How long should a probation or review period be?
There is no universal answer, and any figure presented as standard is not. Permitted length, whether one may be extended and what it changes about notice are all set by local employment law and by your own policy. This is a question for your employment counsel, which is why this tool asks you to enter the period rather than proposing one.
Is a relieving letter legally required?
It depends on the jurisdiction and often on sector practice rather than statute. In some markets it is expected by the next employer as proof of a clean exit; in others it is uncommon. Because the requirement and the contents differ, confirm what applies where the person worked before adopting a standard template.
Does this generator give legal advice?
No. It assembles a plain-language draft from details you type in and asserts nothing about what any country or state requires. Notice periods, probation rules, final settlement and statutory dues all differ by location and change over time, so have any letter reviewed by a qualified employment lawyer before you issue it.
Is the employee data I enter sent anywhere?
No. Everything runs in your browser and nothing you type is transmitted or stored by us. Close the tab and the draft is gone. Use the copy button to take it into your own systems.
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