Updated in April- 2024 | Subscribe to watch greytHR how-to video
An address proof letter is a document that verifies an individual’s residency at a specified location. It includes the individual’s full name, address, and an official signature or stamp for authenticity.
HR admin assists an employee in applying for a work visa to relocate internationally for a company project. The visa application requires an address proof letter from the employee's current employer to verify the residency for the Employee Visa Application Process.
HR admins/Managers
Employees
| Aspect | HR admin | Employees |
|---|---|---|
| Compliance | Ensures adherence to legal and regulatory requirements. | Needed for legal documentation like visa applications. |
| Record Keeping | Helps keep accurate employee records. | Ensures correct personal information is on file. |
| Verification | Aids in verifying employee details during hiring. | Builds trust and reliability with the employer. |
| Operational Needs | Aids in managing location-based resources and benefits. | Facilitates access to location-dependent benefits. |
| Security | Supports security measures within the company. | Enhances personal safety and security at the workplace. |
As an admin, to generate an address proof letter for your employees, you must ensure you have performed the following activities:
Configure the letter templates: Customize and set up standardized formats and content for the Address proof letters.
Assign authorized signatories: Define and set up the authorized individuals or positions who will sign the address proof letter generated from the templates. The signatories can be the manager, CEO, or director.
Create letter template: Add essential elements such as the company logo, contact information, recipient details, a clear subject line, specific address details, and an official signature.
Employee raises an Address Proof Letter request or Manager raises a request letter on behalf of the team member.
The HR admin/manager must have access to verify the employee’s current residential address as per company records to ensure accuracy in the letter.
HR admin must be aware of the legal or official standards required by the consulate for the address proof letter to ensure it meets all necessary criteria.
Admin can track and monitor their employees' letter requests.
To generate an address proof 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 Address Proof 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 address proof letter.
Enter the required information under the Text column for each employee.
Click Finish. The page displays a summary of the address proof 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 address proof letter is generated and published in the employee’s ESS portal.
Employee acknowledges and downloads letters or Employee views documents on the mobile app
Admin views the number of letters generated