Updated in April- 2024 | Subscribe to watch greytHR how-to video
An experience letter is a formal document provided by an employer confirming the employment details of an employee, including their job title, responsibilities, and tenure at the company.
An employee, upon ending their tenure or when needed for job applications, requests an experience letter from their HR department to validate their employment history and skills.
HR admins/Managers
Departing employees
HR Admin:Â
Ensures a consistent and professional process for acknowledging an employee’s service.
Maintains compliance with employment law and company policies.
Employees:
Receives formal recognition and a summary of their role and contributions, which is crucial for future employment opportunities.
Assists employees in securing professional opportunities by providing proof of their work history and skills.
As an admin, to generate an experience 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 experience letters.
Assign authorized signatories: Define and set up the authorized individuals or positions who will sign the experience 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 experience details, and an official signature.Â
The employee has formally resigned and requested an experience letter.
HR has access to the employee’s full employment record, including start and end dates, job titles, and key responsibilities.
The employee’s employment status (active, resigned, terminated) is clearly defined and documented.
The employee's work tenure and performance have been verified and validated.
Admin can track and monitor their employees' letter requests.
To generate an experience 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 ExperienceLetter 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 experience letter.
Enter the required information under the Text column for each employee.
Click Finish. The page displays a summary of the experience 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 experience letter is generated and published to the employees’ ESS portal.
Employee downloads letters or Employee views documents on the mobile app
Admin views the number of letters generated