hr-letters

“Communication is key. 76% of people say not hearing back after applying is more frustrating after not hearing back after a first date.” (Source: iCIMS Inc.)

“76% of HR leaders say employee onboarding practices are underutilized at their organization.” (Source: Business Wire)

67+ Sample HR Letters

What Is an HR Letter?

Also referred to as employment letters or personnel letters, Human Resource letters are used to document the words communicated between an employer and an employee or prospective employee. They can cover a wide array of information in regard to workplace safety, recruitment, staff training, employee relations, and even labor law compliance. HR letters are an important form of communication to ensure that the words exchanged between the employer and the employee are thoroughly clarified in print. This may be used to support any claims that are used against the opposing party in a dispute, particularly when valid evidence is crucial to prove your point.

Types of HR Letters

HR letters come in many forms to handle the different aspects of the department’s scope of work. Since the Human Resources department is responsible for coordinating and managing individuals within an organization, you can only imagine the number of HR documents that are sent in and out of their office for business correspondence. Each letter is specifically designed to cater to an HR-related function in an attempt to develop a level of transparency within the workplace. Hence, knowing what these letters are for is bound to enhance internal and external relations.

types-of-hr-letters

Cover Letters: An HR cover letter is a type of document that the recruitment manager receives from an applicant. The cover letter usually supports the résumé or curriculum vitae of the applicant in order to express his or her qualifications for the job. Those applicants without a solid background or experience in the position they are vying for can still submit a cover letter to provide additional information about themselves. While some companies no longer request a cover letter from their applicants, it can still make a difference in helping you stand out as you deliver your pitch.Job Offer and Rejection Letters: Verbal job offers are customary in today’s industry. But to formally establish the terms and conditions of the position to the selected candidate, these are usually summarized in a job offer letter prior to signing an employment contract. Informing unsuccessful candidates that they have not been chosen for the job is also a common courtesy, as most applicants would rather receive the unfortunate news early on than none at all. Promoting positivity with your letter will also encourage candidates to refine themselves and perhaps apply for a different position that they may be competent for. Onboarding Letters: You might have a welcoming committee on standby to help new recruits settle in their new environment. Onboarding letters, such as new employee announcement letters and new employee welcome letters, can also be a part of your onboarding efforts. The letter may also contain details about their job roles and responsibilities. It’s a great way to cement your business relationship with new employees as they embark on another chapter in their careers. Reference Letters: Also known as a letter of recommendation, a reference letter discusses the personality, traits, and skills of a candidate who may be eligible for the available job position. Anyone who has witnessed how competitive the industry is would know how important these letters can be to land the job. These letters are typically addressed to the HR by the candidate’s former employer, client, colleague, supervisor, coach, or professor. Family and Medical Leave Letters: One of the benefits provided to employees of a company are the leave credits that cover authorized absences. Upon signing a contract, employees are informed of their medical, emergency, maternity, and vacation leaves for when they need to take a break from work to deal with personal matters. Letters are often provided along with these HR forms to explain your absence in proper detail, especially when the span of your absence will last longer than usual. Disciplinary Letters: Employees are obliged to conform to the company’s policies and regulations. No one is exempted from the rule, which means that Human Resources does have the authority to reprimand employees who fail to follow the directives that were given. A warning letter is often sent to employees for their first or minor offense. But those who violate provisions in the company’s code of conduct may have to deal with a more serious consequence for their actions. Resignation Letters: One of the common reasons why people leave their current employers is because they’ve likely found a better opportunity elsewhere. When an employee wishes to make a formal exit from the company they are in, a resignation letter is generally involved. It’s an ethical means of exiting the company without burning any bridges that could help you progress in your career. Even if you didn’t have the best experience with your employer, the resignation letter must be filled with words of gratitude as a sign of respect. Termination Letters: Some employees are held under observation during their first few months of employment to properly assess their performance before they are regularized. If the employee fails to meet the standards that were set, the employer may opt to dismiss the employee from their position in the company. These termination letters are written carefully to make sure that recipients fully understand the reason behind the management’s decision. This marks the end of their employment relationship and all other connections with the employer.

The Dos and Don’ts of HR Letters

As a core sector of a company’s very existence, written communication is a fundamental part of your day-to-day role. You may be required to write dozens of letters within a week to make sure the company and its workforce can run smoothly as possible. But if your writing skills aren’t as polished as you’d want it to be, it’s never too late to educate yourself on some of the best ways to improve your HR letters. Below are some tips to consider in writing effective business letters.

the-dos-and-donts-of-hr-letters

The Dos

1. Do get in contact with the right department. 

You need to know exactly who to get in touch with for any concerns that need to be addressed. Unless you’ve already corresponded with the desired recipient before, don’t hesitate to ask for the complete name and title of your addressee. It is possible to have two people with similar names in one organization. The last thing you want to do is send a termination letter to the wrong person, so it’s best to clarify these details beforehand. Leaders from the respective departments will be happy to assist you with this matter upon your request.

2. Do write with the reader in mind. 

If you’re writing about a technical topic for a non-technical reader, stick with simple language that’s free of acronyms or jargon. You can’t assume that everyone will understand what you intend to say in your letter, as certain terms can mean something entirely different to people from specific fields of expertise. You might need to expound some terminologies or concepts that a reader may not be familiar with as well. This will prevent readers from misinterpreting the message you are trying to convey.

3. To remain professional in your writing. 

As you’re likely dealing with a key business document in the corporate world, there’s really no excuse to speak unprofessionally in your correspondence. From the tone of voice to the letter structure, your HR letter should maintain its formality at all times. Ensure that any facts or figures included in the document are checked for accuracy. A useful technique to assess whether your letter is accurate, professional, and acceptable is to try reading it out loud. It’s a clever way to emphasize words or phrases that may not be appropriate for a formal letter.

4. Do state your reason for writing. 

Always begin the introductory part of your letter with your reason for writing. That way, the reader can quickly determine whether the subject of the letter is worth prioritizing or not. Most readers like to skim through a document to find certain keywords that might concern them. It’s a common approach that people take to save time and effort. Considering how busy it can get in the office, most employees stay organized by prioritizing matters based on urgency and importance.

5. Do be careful with your choice of words. 

One of the primary rules in letter writing is to correspond with your recipient politely. Be cautious about the words you choose and how they are interpreted in full context. Even if it was not in your intentions to do so, certain statements can be construed as discriminatory, inflammatory, or offensive by a reader. This can lead to conflicts later on, which is not something you want to catch yourself in as an HR manager. Stick with simple wording and well-mannered statements that still remain respectful when twisted.

6. Do keep it brief and straightforward. 

Effective business communication means getting to the point quickly and unambiguously. It doesn’t matter how short your letter is, as long as readers can grasp your message. It’s pointless to fill the body of your letter with needless information just to sound credible. Cut out useless words or phrases that have no significance in your letter. Using flowery language or an obscure vocabulary will only make it difficult for you to deliver your message with clarity. But if you go right to the point with your message, readers can immediately grasp what you’re trying to say with little doubts.

7. Do follow-ups when necessary. 

Running a company of over a hundred employees can be pretty difficult for an HR manager. Since you have new recruits and your current workforce to handle simultaneously, follow-ups are essential to ensure that all employee affairs are handled accordingly. If a person sends a complaint letter to HR regarding a serious matter in the workplace, you can send a follow-up to inform the sender that you’re looking into the case. Employees can also make a follow-up for urgent matters that have yet to be addressed.

The Don’ts

1. Don’t make lengthy statements. 

Not everyone has the luxury of time to read through a wordy letter. Keep details short and specific by focusing on what’s important. If you can convey your ideas in a single paragraph, then all the better. The key to communicating effectively is to share what’s on your mind in as little words as possible. Breaking down chunky paragraphs into short, digestible statements will also keep your text concise and coherent.

2. Don’t ignore excellent performance. 

Like you, employees spend long hours in the office to meet their obligations and reach the company’s expectations. It’s not every day you find employees who are willing to go the extra mile to accomplish certain goals. An exemplary performance like this deserves to be acknowledged by giving credit where credit is due. Apart from a company-wide recognition, you can also send a letter to the top-performing employee to show your gratitude for their hard work and dedication to the job. Recognition and thank-you letters can make people feel appreciated and inspire others to perform just as well.

3. Don’t use inappropriate slang. 

Speak in a friendly tone but try not to make it overly personal. You want to be respected as a Human Resource Specialist in the organization you work for, while also sounding approachable enough for employees to come to you if they have any concerns that they want to raise. By seeming more human and less robotic in your letters, you can develop a connection that readers can relate to. However, avoid using words and phrases that are regarded as informal in business correspondence. This may damage your reputation as a well-respected member of the organization.

4. Don’t forget to add a call-to-action if needed. 

If you need a response to the letter you’re about to send, be sure to let people know how they can act upon it. A call-to-action may prompt recipients to call a number, pay a visit to the HR office, send an email, or any possible action that you want them to do. This is usually indicated below the body of your letter as a closing statement to your message. It should be made specific to the main intent of the letter so that recipients know exactly what to do next.

5. Don’t ignore typographical errors. 

Everyone commits mistakes but what’s important is your ability to catch the error before it does any damage. Simple typos, grammatical errors, and spelling mistakes tend to make your message seem less formal than it’s supposed to. Thus, proofreading the content of your letter is the final yet the most crucial step of the writing process. It helps point out any flaws that could affect the way your message is understood. As a way of establishing professionalism, you also want your letter to be as perfect as possible.

6. Don’t be tempted to use sarcasm as a joke. 

It’s easy to spot sarcasm in verbal communication through the delivery and tone of your voice. You may think it’s funny at the time you are writing it, especially when your intentions are pure and innocent. But as far as humor goes in business writing, sarcasm can sometimes be offensive to people who take your words seriously. If you find the urge to reply with a statement that drips with sarcasm, you might want to take a break from writing before you do anything irrational.

7. Don’t apologize. 

Employees are often held accountable for the mistakes they make. Major offenses are not to be treated lightly by the management, so you can only imagine the consequences that employees have to face for their actions. You might feel bad about the sanctions that are given to those in the wrong, but that doesn’t mean you need to apologize for handling things the way you should. As an HR manager, sending a disciplinary letter to employees is all part of the job. Standing firm with your decision will help establish authority. That way, people will know better than to act or behave unethically in the workplace.

Documentation is an important aspect of a company’s operations. In addition to the items listed above, you also want to secure an HR template for each letter you might find useful in the future. This will spare you from the time-consuming and labor-intensive process of composing a letter from scratch. Simply tailor the letter to your exact needs, and you should be good to go.