42+ HR Employee Letter Templates in Google Docs

How to Create an HR Employee Letter in Google Docs

Any employee-related concerns must be attended by the company’s human resource department. Communication with employees is typically done through letters and emails, as huddles may be time-consuming. Depending on the purpose of the letter, your document must be tailored to your recipient.

Need some help so you can start writing your letter? Listed below are some tips that you may find useful.

1. Establish the Purpose of Your Letter

Are you writing the letter for verification of certain employee requests? As proof of acknowledgment? As a written confirmation? As a response to a resignation letter? Employee hiring? Notice of salary increase? Anything that relates to the employee of the company can be the subject of your letter. Ensure that you define the purpose of your letter well so it would not be difficult for you to write the content in brief and straightforward.

2. Maintain a Professional Tone

In a business setting, any simple letter should be written following the professional tone throughout the document. Your recipient, which is the employees, will only take the letter seriously if you show your intent of professionalism. Knowing the recipient personally does not provide you the ticket to write the letter in a casual tone. Maintain professionalism in every letter and email that you are sending on behalf of your department or the company.

3. Keep the Content Focused

A lengthy letter will only end up not being read by the recipient. Hence, be simple and concise with your letter and keep the content focused on your purpose. For example, if you are writing to answer an applicant inquiry, avoid discussing what is not being asked. Only provide information that responds to the inquiry.

4. Tailor the Content to the Recipient

The recipient will be more engaged if your letter is as if talking with them personally. For instance, if you are writing a job offer letter, ensure that you make the recipient feel the warmth of your welcome along with the details of the acceptance if they take your company offer. The letter must also reassure them that they will be working in an environment where they will be nurtured. However, always keep in mind to be consistent with your business tone.