Early Stage Letters Exchanged Between The Employers And Employees

by Amit Kumar Digital Marketer & Tech Reviewer

Throughout the life of a working professional, there is a gamut of official letters that they have to produce and accept from the recruiter during an entire employee lifecycle. These forms, letters and other such kinds of paperwork are extremely significant during employment and even after that. So, from the pre-hiring stage to the post-resignation level, every document counts. You can use them for various purposes ranging from gaining information about the organization, knowing your job details, learning the policies and procedures, noting the job contract and benefits or to use some of them as proof of employment in the next organizations. Some examples of crucial employment letters include offer letter, appointment letter, appraisal letter, relieving letter, experience letter among others. These documents have different formats and purposes due to which it becomes important to first understand the essence of them before drafting them. In fact, for each period/ stage there are different sets of letters.

Here, in this blog, we are going to specifically talk about the early stage letters exchanged between the employers and the employees. Let’s walk through the principal ones:

Job Letter

This is the first letter that an employee shares with an employer. It includes the target job position/ role and the skills that the candidate possesses to match the expectations. It is thus an important pre-hiring document that a job seeker sends across along with a resume or CV to show interest in a job vacancy. It is often used as an income qualification or employment proof while applying for mortgage financing or loan.

Offer Letter

This one is a well-known and important letter that comes as the first piece of information from the employer’s end. An offer letter is released only after a candidate passes all the interview rounds and is treated as a prospective employee. So, the whole point is to show a little glimpse of the employment to the shortlisted individual as a proposal that he can accept or reject. Now, it comprises the most essential information about an organization and the concerned job such as Employee’s name, job title, remuneration offered, shift timings, job location, KRAs and contract/ bond particulars, if any.

Joining Letter

This is again a letter shared by the selected new employee in favor of the recent employer. It is a written acceptance of the offer letter and approval of the content in it. By sending across a joining letter, the employee makes it clear that he wishes to work for the organization by agreeing to abide by all the terms and conditions of the employment mentioned in the offer letter or verbally informed to him. To make the drafting of this (and other) letter easier and quicker, you can download the joining letter sample from HROne.

Welcome Letter

Once the pre-hiring documents are exchanged and the initial formalities are done, the employer or the HR of the organization gives a hearty welcome to the new employees. This can be done by simply saying it or sending an email. But, most of the employers today choose to share a formal welcome letter to show the newbies how excited and pleased they are to have them on board and how much the new bond means to them.

Confirmation Letter

This one is shared by the employer strictly after the employee has spent a considerable amount of time in the organization. This time is called the probation period when an employee is under his training or learning stage and has proved to be of good use to the company. Once the skills are tested to be at par with the requirements, the employee is confirmed to be a permanent one by issuing a confirmation letter.

Appointment Letter

Now, we talk about the most important letter of all - the appointment letter. Every employer asks a new joiner to present his appointment letter from the previous organization as a proof of employment. Reason being, the level of authenticity of this document because of its contents. The elements of an appointment letter are a little more elaborate than the offer letter. It includes elaborate information about every possible aspect of the job.