Which HR letter do you need?
Job offer letter
Issued after a verbal offer is accepted. It states the role, start date, location and remuneration, and refers to the full employment agreement. An offer letter is generally a binding offer once accepted, so keep the terms consistent with the contract that follows it.
Employment confirmation letter
Confirms that someone currently works for you, in what role and since when. Employees usually need it for a bank loan, a rental application, a visa or an insurance claim. Keep it factual — state employment status and dates, not opinions about performance.
Probation confirmation letter
Confirms an employee has passed probation and their employment is now permanent, with effect from a stated date. Issue it promptly; in many places employment converts automatically once the probation period lapses without notice either way.
Experience and relieving letter
Given when someone leaves. The experience letter certifies the role and dates worked; the relieving letter confirms they have been released from duties and handed back company property. They are often combined into one document, which is what this template does. Departing employees frequently need it before a new employer will onboard them.
Salary certificate
States the employee's current gross remuneration for a specific purpose — usually a loan, visa or rental application. Only state figures your payroll records support, and note the date the certificate reflects.
Resignation acceptance letter
Acknowledges a resignation, records the agreed last working day, and sets out handover and final settlement expectations. Putting it in writing prevents disputes later about when notice started.
Internship completion letter
Certifies the internship dates and role. Interns typically need it for academic credit, so include the exact start and end dates.
Writing a letter that holds up
- Stick to facts you can evidence — dates, role, salary. Vague praise in a confirmation letter can be read as a reference you did not intend to give.
- Use the employee's legal name as it appears in your records and their ID, especially for visa and bank purposes.
- Date it accurately and use a reference number, so the letter can be traced in your files.
- Have the right person sign it — someone authorised to speak for the company.
- Keep a copy. Save the letter here and export a backup; you may need to prove what you issued.
- Be careful with reasons for leaving. Stating a reason on an experience letter can create liability. This template deliberately does not include one.
These templates are general-purpose drafts, not legal documents drafted for your jurisdiction. Employment law differs sharply between countries on notice periods, probation and what a reference may say. For anything contentious — a dismissal, a disputed exit, a restrictive covenant — have an employment lawyer review the wording before you send it.
