Office & HR Letter Formats: 20 Templates (Word)
Twenty letters that employees and employers write most often, in one Word file. The first half is for employees: job application, leave, sick leave, work from home, resignation, relieving letter request, salary certificate request, increment request, salary advance, transfer, NOC and joining report. The second half is for employers, laid out on a letterhead: appointment letter, warning letter, experience certificate, relieving letter, internship certificate, salary certificate and salary revision letter.
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Preview
Real view of the file with its sample data (yellow cells are where you type).
Office & HR Letter Formats
13 letters for employees and 7 for employers, ready to fill in. Employer letters use a simple letterhead; replace it with yours.
How to use this file
• Replace every yellow [bracket] with your own detail, then remove the highlight (Home › Text Highlight Colour › No Colour).
• Where two forms are shown (he/she, son/daughter), keep the one that fits and delete the other.
• Delete any sentence that does not fit your case. Sign above your name and keep a copy of what you send.
• The online letter writer at toolkit.groupchaton.com fills 78 letter types in English or Hindi from a short form.
Good practice for office letters
• Address leave and work requests to your reporting manager, and HR matters (certificates, relieving letter, NOC) to the HR manager.
• Put your employee ID, designation and department under your name so the letter reaches the right file.
• Give dates, not "next week". Leave, resignation and joining letters are read later as records.
• Employer letters: number every letter (Ref) and keep a copy signed by the employee as proof of receipt.
• Notice periods, probation and leave rules in these templates are common practice; use what your appointment letter or company policy says.
In this file
| 1 | Job application (cover letter) |
| 2 | Leave application (office) |
| 3 | Sick leave application (office) |
| 4 | Work from home request |
| 5 | Resignation letter |
| 6 | Request for relieving letter and experience certificate |
| 7 | Salary certificate request |
1. Job application (cover letter)
Fill in: Post / position, Where you saw the vacancy, Your qualification, Experience, Key skills
Date: [DD-MM-YYYY]
To, The HR Manager [Company name] [City]
Subject: Application for the post of [Post / position]
Dear Sir/Madam,
I am writing to apply for the post of [Post / position] advertised in [Where you saw the vacancy]. I hold [Your qualification] and have [Experience] of experience.
My key skills include [Key skills]. I am hardworking, quick to learn and comfortable working in a team, and I am confident that I can contribute to your organisation from the first day.
I have attached my résumé for your consideration and would welcome the opportunity to meet you for an interview at your convenience.
I shall be thankful for your kind consideration.
Thanking you,
Yours faithfully, [Your full name] [Your address] Mobile: [ ] Email: [ ]
Enclosures: 1. Résumé 2. Copies of certificates
2. Leave application (office)
Fill in: From date, To date, Reason, Colleague who will handle your work
Date: [DD-MM-YYYY]
To, The Manager [Company name] [City]
Subject: Leave application from [From date] to [To date]
…
What's inside
- 13 employee letters addressed to the manager or HR, with your name, designation, department and employee ID in the signature
- 7 employer letters on a simple letterhead with reference number and "For [Company]" signature block
- Experience, internship and salary certificates in the "To whom it may concern" format
- Probation, notice period, statutory deductions and confidentiality covered in the appointment letter
- Every detail to fill in marked as a yellow [bracket]
How to use it
- Find the letter you need in the contents table at the start.
- For employer letters, replace the letterhead placeholders with your company name, address and contact once, then copy the letter to your own letterhead if you have one.
- Fill in every yellow [bracket] and choose he/she or his/her where both are shown.
- Delete optional lines that do not apply, then print on letterhead and sign.
Tips
- Keep the employee's copy of an appointment or warning letter signed by them; it is the record that they received it.
- Notice periods, probation and leave in these templates are common practice, not law: use what your appointment letter or standing orders say.
- For a quick one-off letter, the online letter writer fills these same letters from a short form and remembers your company details.
Questions and answers
Is an experience certificate the same as a relieving letter?
No. A relieving letter is addressed to the employee and confirms that the resignation was accepted and they are free to leave on a date. An experience certificate is addressed "To whom it may concern" and confirms the period of work, designation and conduct, for showing to future employers.
Can a warning letter be used as a show-cause notice?
The template has an optional line asking for a written explanation within three days, which makes it work like a show-cause notice. For serious misconduct, follow your standing orders or take advice before acting.
Does the appointment letter follow labour law?
It covers the points most offices put in an appointment letter. Rules differ by state, industry and company size, so check it against your own policies and the laws that apply to you.