Letter Management
Updated in June - 2025 | Subscribe to watch greytHR how-to video
Effective communication is vital in any organization, and official letters, like appointment, confirmation, and address proof, are key to maintaining professionalism. But as teams grow, manually creating and managing these documents becomes time-consuming and error-prone.
greytHR’s Letter module streamlines formal communication by automating the creation and distribution of official letters—helping HR teams save time, minimize manual effort, and ensure consistent tone and formatting.
Benefits of the greytHR Letter module
No more repetitive work: You can create multiple letters at once, saving time.
Faster process: The letter templates have to be set up once, and the same can be used while generating letters
Easy access for employees: Once uploaded, employees can view and download their letters anytime from the ESS portal.
Setting up the Letter module in greytHR
Using the greytHR Letter module involves:
Configure letter options and signatories
Create letter templates
Letter Generation
Publish Letter
Configure letter options and signatories
Before generating the letter, you need to first create letter options and add authorized signatories.
Create letter options
To create a letter template, from your greytHR Admin portal, go to Settings > System Settings > Letter > Letter Options.
Customise elements like date formats, headers, and footers.
Add placeholders for employee-specific details such as name, designation, and salary, and save it.
Add authorized signatures in letters
Authorized signatories are those who can officially sign letters, such as HR managers or the CEO.
To add the authorized signatories, from the System Settings page, go to Letter > Letter Authorized Signatory.
Click + Add Signatory and add the signatory details, upload their signature image, and submit it to complete the process.
Create a letter template
You can create a letter template based on the organisational requirements.
Go to Employee > Setup > Letter Template.
Click + New Letter Template, enter the necessary details, customize the workflow, and assign reviewers as required.
Note: You can also edit or modify the letter template by clicking on the Edit option.
You can delete any letter template by clicking on the delete option.
Although the letter template will be removed, the letters generated previously using the template will remain, and you can recreate the template whenever required.
After you have created the letter template, you can easily generate letters in bulk for employees and publish them to the greytHR ESS portal.
Letter Generation
To generate a letter, go to Employee > Admin > Generate Letter.
Click Prepare A Letter. Select the letter template and the authorized signatory. You can also add remarks if needed.
In the Select Employees step, you can generate the letter for a single or multiple employees. Use filters to refine the list, and select the required employees.
Under the Preview step, preview the letter. If you want to make any changes, you can click the Previous option. If not, click Next.
Under the Publish/Download step, select the employee and click the Finish button.
The letter generated is listed on the Generate Letter page. You can customize the list by using the Columns and Filters as per your preference.
Publish Letter
After the letter is generated, you can:
Publish a letter to the employee’s ESS portal.
Send letters via email.
Download the letter.
Publish a letter to the employee’s ESS portal
To publish a letter to the employee’s ESS portal, from the Generate Letter page, search for the employee by name and number using the Search box.
Click the Publish button to publish the letter on the employee’s ESS portal.
If you want the employee to acknowledge the letter, click the Require Employee Acceptance checkbox.
Alternatively, you can publish the letter while generating the letter. Click Publish all to publish the letter to the selected employee and customize the publishing options.
Send letters via email
To send a letter via email, from the Generate Letter page, search for the employee by name and number using the Search box.
Click the Publish button.
Select the checkbox for Send as an Email Attachment.
Choose whom you want to send the letter generated via email. You can choose Employee, Manager, and Others as required.
If you want the employee to acknowledge the letter, click the Require Employee Acceptance checkbox.
Click Confirm.
Alternatively, you can send the letter via email while generating the letter. Click Publish all, select the checkbox for Send as an Email Attachment, and choose whom you want to send the letter via email.
Download the letter
To download a letter, from the Generate Letter page, search for the employee by name and number using the Search box.
Click the Download button to download the letter.
Alternatively, you can download the letter while generating the letter. Click Download all to download the letter.
Info: You can also explore different scenarios and templates for generating letters such as appointment letter, confirmation letter, or experience letter for your employees using the Letter module in greytHR.
Letters: Frequently Asked Questions
What is the greytHR Letter module?
The Letter module helps HR teams automate the creation, review, and distribution of official letters like appointment, confirmation, and address proof.
What are the key benefits of using the greytHR Letter module?
The greytHR Letter module saves time, ensures consistency, reduces manual errors, and allows employees to access letters anytime via ESS.
Who can use the greytHR Letter module?
HR/Admin users can create, manage, and publish letters. Employees can view/download them from the ESS portal.
What are the main steps to use the greytHR Letter module?
The main steps to use the greytHR Letter module are:
Configure letter options and signatories,
Create letter templates
Generate letters
How do I create letter options?
To create letter options, from your greytHR Admin portal, go to Settings > System Settings > Letter > Letter Options.
Customise elements like date formats, headers, and footers.
Add placeholders for employee-specific details such as name, designation, and salary, and save it.
Who are authorized signatories?
Authorized signatories are individuals who can officially sign letters, like HR managers or the CEO.
How do I add authorized signatories?
To add authorized signatories, go to Settings > System Settings > Letter > Letter Authorized Signatory.
Click + Add Signatory and add the signatory details, upload their signature image, and submit it to complete the process.
How do I create a letter template?
To create a letter template, hover over the 9 dots and select Employee > Setup > Letter Template.
Click + New Letter Template, enter the necessary details, customize the workflow, and assign reviewers as required.
Can I edit or modify a letter template?
Yes, after the letter template is created, you can edit or modify the letter template by clicking on the Edit option.
Can I delete a letter template?
Yes, after the letter template is created, you can delete the letter template by clicking on the Delete option.
What happens to previously generated letters if I delete a template?
If you delete any letter template, the letter created previously using that template remains accessible, and you can recreate the template if needed.
How do I generate a letter?
To generate a letter, go to Employee > Admin > Generate Letter.
Click Prepare A Letter. Select the letter template and the authorized signatory. You can also add remarks if needed.
In the Select Employees step, you can generate the letter for a single or multiple employees. Use filters to refine the list, and select the required employees
Under the Preview step, preview the letter. If you want to make any changes, you can click the Previous option. If not, click Next.
Under the Publish/Download step, select the employee and click the Finish option to generate the letter.
The letter generated is listed on the Generate Letter page. You can customize the list by using the Columns and Filters as per your preference.
How do I preview a letter before publishing or downloading?
In the Preview step, view the letter and click Previous to make changes.
What actions can I perform after a letter is generated?
After generating a letter, you can:
Publish it to the employee’s ESS portal.
Send it via email to the employee, manager, or any other person as required.
Download the letter.
How do I publish a letter to an employee’s ESS portal?
From the Generate Letter page:
Use the Search box to find the employee by name or number.
Click the Publish button to publish the letter to the employee’s ESS portal.
Alternatively, you can publish the letter while generating the letter. Click Publish all to publish the letter to the selected employee and customize the publishing options.
How do I send a letter as an email attachment?
From the Generate Letter page:
Search for the employee using the Search box.
Click the Publish button and select the checkbox for Send as an Email Attachment.
Choose the recipients as required - Employee, Manager, or Others.
Click Confirm.
Alternatively, you can send the letter via email while generating the letter. Click Publish all, select the checkbox for Send as an Email Attachment, and choose whom you want to send the letter via email.
How can I download a letter after it is generated?
From the Generate Letter page:
Search for the employee using the Search box.
Click the Download button to save the letter to your device.
Alternatively, you can download the letter while generating the letter. Click Download all to download the letter.
Can letters require employee acknowledgement?
Yes, letters can require employee acknowledgement, based on your requirements. If you want the employee to acknowledge the letter, click the Require Employee Acceptance checkbox while publishing or sending the letter via email.
Where can I find scenarios and templates for different types of letters?
You can explore different scenarios and templates for generating letters, such as an appointment letter, a confirmation letter, or an experience letter for your employees, using the Letter module in greytHR.
Related Articles:
Was this article helpful?
More resources:
▶ Video - Watch our how-to videos to learn more about greytHR.
📢 Product Update - Read about the product updates.