How can admin create increment letter template for employees?

Created by Product Content Team, Modified on Fri, 21 Jun at 8:08 PM by Product Content Team

A letter is one of the most powerful tools used for effective communication between an employer and an employee. The widely used official letter types are Appointment letters, Offer letters, Joining Letters, Increment Letters, and Experience Letters to name a few.

As an admin, you can create multiple letter templates using the greytHR application.

To create an increment letter template and also to configure any type of letter template, the admin must perform the following actions:

  1. From the greytHR Admin portal, navigate to Employee Setup Letter Template. The Letter Template page opens.
  2. Click the New Letter Template button. The Letter Template page appears.
  3. Under Step 1: General Information, in the Title field, type a name for the letter template.
  4. Select the Enabled check box if you want this letter template to be used to generate the letter for employees. You can view/select such enabled letter templates from Employee Admin Generate Letter Prepare a letter >Select Letter Template.
  5. From the Enforce Letter to Employee dropdown list, select the Not Required/Accept Only/Acknowledge Only/Accept or Reject as per your requirements.
    Note: Once the letter is generated, it will be visible to the employees in their ESS portal as and when the employee signs in and must take action. If the employee decides to refuse the letter, they must provide a reason for the refusal.  
  6. Select a value from the Letter Number Series dropdown list.
  7. Click the Add a Letter Number Series icon [+] and type the required values to create a customized value string. 
  8. From the Mail Template dropdown list, select an appropriate template.
  9. Select the Password Protection for Letter Attachments checkbox, if required.
  10. In the Custom Fields section, type values if you require a new field in the letter, such as an employee's CTC, Grade or Location.
  11. Click NextStep 2: Upload Template section appears.
  12. In the Template, click Upload File. The dialog box appears.
  13. Browse to the folder, select the file and click Open. After the file is successfully uploaded, you can preview the uploaded letter template.
  14. Click NextStep 2: Workflow Setup section appears.
  15. From the Can employee request for letter? option, select Yes/No as per your requirements.

  16. Select the Reviewers Level as 1 Level/2 Levels3 Levels as per your requirements.
  17. Click Finish to create a new letter template.

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Related Links:


  • To watch the video on Letter Templates, click here.
  • To watch a video on a generation of letters, click here.

FAQs- To read more FAQs on Letter Templates, click here.

Documentation- To read more documentation on Letter Templates, click here.

Product Update- To read our product update, click here.

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