49+ Sample HR Letter Templates

The following items are samples of HR letters used for the different functions of the department.

The Purpose of Human Resources

The primary goal of the Human Resource Department is to coordinate and manage people within an organization to help achieve its overall mission. Recruitment, workplace safety, staff training, compensation planning, employee relations, and labor law compliance are all part of the job. Human Resource Management also concentrates on internal assets for competitive advantage. By hiring talented candidates and retaining well-cultured employees, the company may enhance its organizational performance and achieve successful results.

However, establishing a healthy work environment for your employees is not the easiest thing to do. The professional relationship that employees share with the management and their fellow colleagues is bound to falter under circumstances of tense and pressure. At the macro level, the HR department is responsible for overseeing the leadership and culture of the organization. Maintaining safe environments and positive employer-employee relations is all part of a day’s work. This is done by openly communicating with employees to develop a level of transparency in the workplace. Letters, emails, notices, and memorandums are just some of the HR documents that help HR managers attract new recruits, retain existing members, and establish a shared understanding of the organizational goals and policies.

HR Letters Every Company Needs

There are several types of letters designed to carry out HR-related functions. Some letters are made to recognize the superior performance of an employee, while others are written to dismiss an underperforming individual from his or her post. These letters are an integral part of business communication in which employers are given the opportunity to document their exchange with employees for clarity and reference.

To learn more about HR letters, let’s have a quick rundown on the most common types.

Screening and Recruitment Letters: Searching for the perfect candidates to join your workforce can be a stressful process. Some people might say they possess the skill set for the job, but is there any truth to their claims? Cover letters, application letters, and recommendation letters can be useful for recruiters to conduct a background check on potential employees. This will help HR practitioners assess whether an applicant has what it takes to fulfill the roles and responsibilities of the job.Candidate Offer and Rejection Letters: When you make a job offer, the terms and conditions of the role have already been negotiated between both parties. The letter simply confirms the agreement in writing to remind the candidate of a previous discussion. But because not everyone can make the cut, rejection letters are also sent to applicants who were not selected for the job. It’s a smart way to build goodwill with candidates who made the effort to apply. Positivity will also encourage candidates to do better and apply for a different position that might suit them.Welcome Letters: You don’t need a welcoming committee to make an employee feel comfortable in a new environment. While having a mentor around would be helpful, it’s best to start with a letter. This is a great way to cement your relationship with a new employee as part of your onboarding approach. You can even use the letter to provide employees with the needed information to start the job. The secret is to take baby steps as you slowly grow your workforce and establish harmonious working relationships with others. Recognition and Thank-You Letters: Employees who exhibit exemplary performance are often recognized by their superiors as a way of expressing the management’s appreciation. Though it can be difficult to find the right words to say, most managers choose to keep it simple with a thank-you letter. It won’t hurt to whip off a quick letter to praise a coworker’s contributions to the company and congratulate them for a job well done. This will help reinforce the behavior that you’d like the rest of your staff to manifest as they go about with their day. Disciplinary Letters: Your employees may not be perfect, but that doesn’t give them a free pass from conforming to company rules and regulations. In many cases, Human Resources will be forced to reprimand employees who fail to meet the expected level of contribution. Warning letters are also sent to those who violate office policies and the code of conduct. Coaching and feedback are given through the contract to provide proper guidance for employees that wish to correct their mistakes. This is necessary to ensure that employees are held accountable for their actions and to prevent a possible repeat of events.Family and Medical Leave Letters: One of the things granted to company employees upon signing an employment contract is the benefit of taking time off work. Vacation leaves, medical leaves, and maternity leaves are promised to employees who require a break from work to deal with personal matters. Though an HR form is intended for these leaves, employees are urged to write a letter for special requests. This will give you the opportunity to explain the situation in detail for HR managers to take into consideration. Resignation and Termination Letters: There’s no harm in seeking better opportunities elsewhere. However, it’s only appropriate that you resign from your current job without burning any bridges that were there. Resignation letters allow you to politely and professionally inform employers of your departure. Termination letters, on the other hand, are written by employers to dismiss an employee from their position in the company. It should explain the reason for the dismissal and signal the end of the employment relationship so all aspects of the termination are made clear.

How to Write a Formal Letter

Though the convenience of emails and text messages has turned written letters into a dying art, there are instances where letters are necessary to obtain information, to apply for a job, to issue a complaint, and to express one’s opinion in a coherent manner. It’s common for Human Resource managers to write letters to their employees and vice versa, especially when dealing with business-related matters. With that said, make sure to keep the following tips in mind when writing your letter.

1Contact the department to which you are writing. You need to make sure you are addressing the right person in your letter. Unless you know all these details by heart, don’t hesitate to ask for the full name and title of the addressee. Managers and supervisors from the respective departments will be happy to assist you with this matter, so what you need is a professional approach to explain your reason for making the request.2Use the appropriate tone. You don’t want to use everyday language when making a business correspondence, especially if you aren’t acquainted with the person you are writing to. Avoid using jargon, word contractions, and vague terms. The way you convey your message can greatly affect how people perceive it. So even if you are complaining about something that bothers you, it’s still important to remain polite and respectful. The last thing you would want to do is overwhelm your recipient with a strong, intimidating tone.3Follow a proper format. We all know that a letter is comprised of three basic parts: the heading, body, and closing. Adhering to the standards of formal letter writing, always consider the overall presentation of your letter. Proper spacing and alignment should be applied so that your business documents remain consistent at all times. Make sure to start your letter with the proper salutation and to end it with your signature. This will acknowledge your identity as the writer and prove that you agree with the claims that were made in the letter.4Present your ideas in a logical manner. The length of your letter will vary depending on the number of points that need to be covered. Begin with a brief explanation of the matter at hand, followed by the actions that were taken, and how you want the recipient to respond. It’s best to keep your statements simple by focusing on what’s relevant and leaving little room for ambiguity. The goal is to write a letter that makes perfect sense to readers to ensure that your message is interpreted the way it’s supposed to be.5Proofread. Never send a letter without proofreading its content, regardless of how casual or sensitive your message is. Check the letter for any spelling or grammar mistakes as well as data entry errors. You have to be careful when crafting documents that include numbers, dates, and other important details. It’s also a good idea to have someone else review your letter for errors that may have been overlooked. Keep in mind that even the slightest errors in your letter will diminish the impact or impression you were trying to set.