Set up letters using the greytHR Letter module

Updated in November -2024 | Subscribe to watch greytHR how-to video

The greytHR Letter module simplifies creating and managing official documents, making it easy for HR teams to generate personalized letters for employees.

1. Create letter templates

Set up customizable templates for various types of letters, such as appointment or address proof letters. You can add placeholders that automatically fill in employee details like name, designation, and salary.

Steps to create letter templates:

1. From the greytHR Admin portal go to Settings > System Settings > Letter > Letter Options.

2. Customize elements like date formats, headers, and footers.

3. Add placeholders for employee-specific details such as name, designation, and salary.

4. Click Save.

2. Adding authorized signatories

Authorized signatories are those who can officially sign letters, such as HR managers or the CEO.

Steps to add authorized signatories:

1. From the greytHR Admin portal go to Settings > System Settings > Letter > Letter Authorized Signatory.

2. Click + Add Signatory.

3. Add the signatory details, upload their digital signatures, and submit it to complete the process.

3. Creating and managing letter templates

You can create new letter templates or modify existing ones to fit your company's specific requirements.

Steps to create or modify a letter template:

1. From the greytHR Admin portal go to Employee > Setup > Letter Template.

2. Click + New Letter Template.

3. Fill in the required details, customize the workflow, and assign reviewers as needed.

4. Generating and publishing letters

Once the templates are ready, you can generate letters in bulk and publish them to employees’ ESS portals or via email.

Steps to generate letters:

1. From the greytHR Admin portal go to Employee > Admin > Generate Letter.

2. Click Prepare A Letter.

3. Choose Template and Signatory
   In Step 1, select the required template from the Letter Template dropdown. Choose an Authorized Signatory, add remarks if needed, and click Next.

4. Select Employees
   In Step 2, choose whether to generate the letter for a single or multiple employees. Use filters to refine the list, select the required employees, and click Next.

5. Preview and Customize
   Review the letter in Step 3, make any necessary edits in the Text column, and click Finish.

6. Publish and Download
   Select the employees for whom you want to publish the letter. Choose Send as an email attachment, Publish to Employee Portal, or Require Employee Acknowledgement as needed, then click Download.

Other related links:

• Simplify official communication with greytHR Letter module

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