Updated in May- 2024 | Subscribe to watch greytHR how-to video
A joining letter is a formal document issued by an employer confirming a new employee's acceptance for a position. It covers details such as the start date and salary. The letter acts as an agreement to begin employment under specified conditions.
Stakeholders/Parties involved
HR admin
New employee
Importance
| Aspect | HR admin | Employee |
|---|---|---|
| Compliance | Ensures adherence to company policies. | Confirms legal employment. |
| Record Keeping | Helps maintain employee records. | Keeps personal records updated. |
| Communication | Provides clear guidelines on onboarding. | Offers clarity on job role and benefits. |
| Operational Needs | Manages employee onboarding process. | Guides the transition to the new job. |
| Legal | Outlines employment terms and conditions. | Ensures legal employment terms. |
As an admin, to generate a joining letter for your employees, you must ensure that you have performed the following activities:
Configure the letter templates: Customize and set up standardized formats and content for the joining letters.
Assign authorized signatories: Define and set up the authorized individuals or positions who will sign the joining letter generated from the templates. The signatories can be the manager, CEO, or director.
Create letter template: Add essential elements such as company logo, contact information, recipient details, a clear subject line, specific address details, and an official signature.
The new employee accepts the job offer and agrees to join the organization.
HR must verify the details provided by the candidate and ensure accuracy in the letter.
The letter should align with company policies and legal requirements.
To generate a joining letter, navigate to Employee > Admin > Generate Letter and perform the following actions:
On the Generate Letter page, click Prepare A Letter. A form opens.
In Step 1: General section, from the Letter Template dropdown list, select the Joining Letter template. The Serial No. automatically displays.
From the Authorized Signatory dropdown list, select the required employee.
Note: If you cannot find the required employee, click the Edit icon to add the required employee to the dropdown list.
In the Remarks text box, enter the remarks, if any.
Click Next. Step 2: Select Employees section appears.
From the Generate For options, select Multiple Employees.
Note: If you want to generate the letter for an individual employee, select the Single Employee option.
From the Employee Filter dropdown list, select the required category. A list of employees appears.
Note: Use the + icon to add a required category to the dropdown list, if required.
Using the checkboxes, select the required employees.
Click Next. Step 3: Preview section appears. You can preview the promotion letter.
Enter the required information under the Text column for each employee.
Click Finish. The page displays a summary of the promotion letters.
Select the employees using checkboxes for whom you want to publish the letter.
Under Publish selected letters, select the Send as an email attachment/Publish to Employee Portal/Require Employee Acknowledgement options as per your requirements.
Click Download to download the letters for selected employees. A zip file downloads to your system.
Note:
You can click Download to download the letters for selected employees. A zip file downloads to your system.
You can also download, publish, edit, and delete each generated letter using their respective icons on every row in the list.
The joining letter is generated and published in the employee’s ESS portal.
HR updates the employees’ records to reflect their new job title and salary.
Employees download letters or Employees view documents on the mobile app.
Admin views the number of letters generated.