Craft clear confirmation letters

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

A confirmation letter is a formal document that verifies specific details or agreements, such as employment status. It serves as official proof or a record of an agreement or decision, ensuring clarity and mutual understanding between the parties involved. 

Stakeholders/Parties involved 

• HR admins/Managers

• Employees 

Importance 

Confirmation letters are important for both HR admins and employees for the following reasons:

Generating a confirmation letter

As an admin, to generate a Confirmation Letter for your employees, you must ensure to have performed the following activities:

1. Configure the letter templates: Customize and set up standardized formats and content for the Confirmation letters.

2. Assign authorized signatories: Define and set up the authorized individuals or positions who will sign the confirmation letter generated from the templates. The signatories can be the manager, CEO, or director.

3. Create letter template: Add essential elements such as the company logo, contact information, recipient details, a clear subject line, specific confirmation details, and an official signature. 

Preconditions

• The employee must have completed the probation period.

• Employee raises Confirmation Letter request or Manager raises a request letter on behalf of the team member.

• Admin can track and monitor their employees' letter requests. 

Steps to generate a confirmation letter

To generate a confirmation letter, navigate to Employee > Admin > Generate Letter and perform the following actions:

1. On the Generate Letter page, click Prepare A Letter. A form opens.

2. In Step 1: General section, from the Letter Template dropdown list, select the Confirmation Letter template. The Serial No. automatically displays.

3. 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.

4. In the Remarks text box, enter the remarks, if any.

5. Click Next. Step 2: Select Employees section appears.

6. 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.

7. 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.

8. Using the checkboxes, select the required employees.

9. Click Next. Step 3: Preview section appears. You can preview the confirmation letter.

10. Enter the required information under the Text column for each employee.

11. Click Finish. The page displays a summary of the confirmation letters.

12. Select the employees using checkboxes for whom you want to publish the letter.

13. Under Publish selected letters, select the Send as an email attachment/Publish to Employee Portal/Require Employee Acknowledgement options as per your requirements.

14. Click Download to download the letters for selected employees. A zip file downloads to your system.

Note:

1. You can click Download to download the letters for selected employees. A zip file downloads to your system.

2. You can also download, publish, edit, and delete each generated letter using their respective icons on every row in the list.

A confirmation letter is generated and published to the employees’ ESS portal.

Postconditions

• Employee acknowledges and downloads letters or Employee views documents on the mobile app

• Admin views the number of letters generated

Tips and tricks:

• Template for Probation and Confirmation Policy

• greytHR launches Employee Confirmation Workflow

  • Discover the guide for Confirmation workflow

• Discover the joys of greytHR’s letter generation module

  • Letter management

  • Letter management workflow

• Hiring checklist