How to Issue Letters (Salary Slip, Experience, Relieving, etc.)

🎯 Objective:

To ensure timely and consistent issuance of official employee letters with standard formats and proper branding, handled centrally by HR.

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👥 Roles & Responsibilities:

Role	Responsibility
HR	Generates, customizes, and sends all employee-related letters

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🛠️ Tools Required:

• Canva – For generating letter designs using saved templates

• Google Docs – For storing final letters

• Email – For delivering letters to employees

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📅 Step-by-Step Process:

✅ Step 1: Receive Request (if applicable)

Common triggers for issuing letters:

Letter Type	Trigger
Salary Slip	Monthly, or upon employee request
Experience Letter	Post-exit or on final working day
Relieving Letter	Upon resignation clearance
Joining Letter / Offer Confirmation	Post CEO approval

✅ Step 2: Use Standard Template in Canva

• Open the relevant letter template in Canva

• Replace placeholder text with:

  • Employee Name

  • Designation

  • Dates (DOJ, exit, payroll month, etc.)

  • Any custom message (e.g., reason for leaving, achievements)

🎨 Follow brand style: fonts, colors, logo placement

✅ Step 3: Export & Store on Google Docs

• Export the final design as PDF

• Name file clearly:

  • 2025-07_SalarySlip_AkshaySharma.pdf

  • RelievingLetter_AnjaliVerma_2025.pdf

• Upload to:
  Google Drive > HR Letters > [Letter Type] > [Employee Name]

✅ Step 4: Email to Employee

Subject: Your [Letter Type] – [Employee Name]

Body Example:

pgsql

CopyEdit

Hi [Name], Please find attached your [Letter Type] as requested. Let us know if you need any clarification. Best regards, HR Team – Cashkr

Attach the PDF and send via email.

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✅ Notes:

• Always double-check spellings and dates before sending

• If recurring letters like salary slips are automated later via Petpooja, update SOP

• Add a record tracker in Google Sheet (optional future improvement)