Configure a Joining Letter in HRM

Create a personalised joining letter template using dynamic placeholders — ideal for automated onboarding, HR documentation, and employee communication.

🔐 Access Control

• Only Admin users or staff with HRM setup permissions can configure joining letters
• From the Dashboard, use the side menu to navigate: HRM → System Setup → Joining Letter Settings

🧭 Step-by-Step: Configure a Joining Letter

1️⃣ Open Joining Letter Settings

• Navigate to the Joining Letter Settings section
• Review the list of available placeholders — these will auto-fill with employee data:
  • {date}, {employee_name}, {address}, {designation}
  • {branch}, {start_date}, {end_time}, {total_hours}
  • {company_name}, {app_name}

2️⃣ Edit the Letter Template

• Use the rich text editor to write your joining letter
• Insert placeholders where dynamic data should appear
• Example structure:

Joining Letter

{date}

{employee_name}  
{address}

Subject: Appointment for the post of {designation}

Dear {employee_name},

We are pleased to offer you the position of {designation} with {app_name} ({company_name}) on the following terms and conditions...

3️⃣ Save the Template

• Click Save Changes to apply the template
• The system will use this format when generating letters for new hires

✅ Best Practices

• Use placeholders for all variable fields to ensure automation works correctly
• Keep the tone professional and welcoming
• Include role details, start date, working hours, and reporting branch
• Review the template quarterly to reflect policy or branding updates
• Avoid hardcoding employee-specific data — use placeholders for consistency