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HR Letter Templates - Free Samples + Direct Data Integration

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Ankkita Chauhan
July 30, 2019

Working in human resources, you will largely encounter instances where you will be required to send (sometimes draft from scratch) important emails and HR letter templates. These include internal communications with employees on confirmation, promotion, resignation, and much more. External communications with candidates include emails for offer letters, rejections, and other similar situations.

Hunting for relevant samples and HR letters to employees to refer to every time is a ginormous task. By having a readymade template at hand this can be completely avoided simply

How can sumHR’s HR letter templates help?

sumHR’s HR Letters and Templates module comes preset with a lengthy list of letters you would need to convey any message. It saves both your time as well as efforts. You can directly make use of the module to cover any possible scenario. You can directly make use of the module to cover any possible scenario.

Here are some samples of the HR letter templates that come pre-installed with sumHR:

In case of new reporting manager with changes in employee designation:

#*firstname*# #*lastname*#

Subject: New Reporting Manager

As per our discussion on #discussion date#, you were originally reporting to #Previous RM name# but will now be reassigned to a different reporting manager. Your new reporting manager will be #New RM Name#, effective from #start date of new RM#.

Your position will #continue to or now# be as #Existing Designation or New Designation#, in the #Existing Department or New Department Name#. You will #continue to or now# be based at #Office Location Name#.

A meeting has been scheduled to take place for you on #next meeting date# with #meeting host name# to discuss your duties, performance expectations, and work schedule.

We wish you success in your future assignments.

For #*companyname*#__________________________#
Signing Authority Designation#
#Signing Authority Name#

Employee Signature: _____________________________
Employee Name: _____________________________
Date: _____________________________

Internship Offer Letter A:

#Intern Name#
#University or College or Home address Line 1#
#University or College or Home address Line 2#

Subject: Internship Offer

In reference to your application, we would like to congratulate you on being selected for an internship with our organization as #Internship Position Title#. Your training is scheduled to start effective #start date# for a period of #no. of months# months.

As such, your internship will include training/orientation regarding your work profile, so we expect you to focus primarily on #internships role in short#.

Before the commencement of a training project, details will be shared with you. You should report for training at the following address:
#Office Address Line 1#
#Office Address Line 2#
Contact Person: #HR Name#
Contact Number: #Number#

Please return a sign and handover the duplicate copy of this offer (enclosed) for our records as acceptance of the same, by or before end of business hours on #offer expiry date#.

Congratulations! We look forward to working with you.

For #*companyname*#__________________________#
Signing Authority Designation#
#Signing Authority Name#

Signature of Intern: ____________________
Name of Intern: ____________________
Date: ____________________
The details mentioned above are auto-filled on selecting them from your HR data. It looks something like this:

SumHR letter templates

Confirmation After Probation A:

Probation Confirmation

sumHR has designed and drafted a colossal list of HR letter templates in a dedicated template library. We’re constantly updating this list with new templates to stay up-to-date with all your needs. We also add new templates based on the feedback given by our beloved customers.

As an admin, the HR letterhead templates can be customized as per your company protocol. Topside, as well as the bottom side, can look the same as the pre-printed letterheads. You can upload the images of the header and footer to the hr letter. Say goodbye to worrying about using the perfect HR letter formats as they are pre-installed sumHR’s HR letters to employees feature.

Since the templates come preset with content, you might be worried about having to manually add details like their first name, last name, address, etc. sumHR’s email template feature automatically integrates all HR data with our responsive email templates when you generate them on the system. You no longer need to cross-check or verify important details or remember any of the variables to fill in.

By integrating these templates with your HR data, sumHR is automating the entire process of writing letters with minimal efforts and human error from your side. The effort being, you only select the letter you want to print.

To have more HR letter templates ready at hand for offer letters, final warnings, employee apologies, resignation withdrawal for various reasons, and many more like the ones shown above, give us a call at +91 922 221 3195 or email now.

For a free 7-day trial of all of sumHR’s features, visit

Throw spreadsheets, files, pens, and emails away. The comprehensive HR software is here!

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Written by
Ankkita Chauhan
Ankita is a content writer at SocioSquares. She has 4+ years hands-on experience in copywriting, marketing and social media.
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