This article lists some of the most frequently requested documents employees need from HR teams. Discover various use cases, access ready-to-use templates, customise them to match your organization’s format, and streamline employee document requests with automation.
TABLE OF CONTENTS
- Advance payroll letter
- Employee compensation change letter
- Employment offer letter
- Employment verification letter
- Job description letter for new hire
- Request for a VISA Letter
- Termination letter
- Warning letter
- Employee role change letter
Advance payroll letter
Why?
A “Advance Payroll Letter” is a document that an employee might submit to HR or the finance department to request an advance on their regular payroll. This type of request is typically made to receive a portion of their upcoming pay check early, often due to unexpected personal expenses or financial emergencies. This approach is common when companies want a record of the employee’s request, both for transparency and tracking purposes.
How to create an Advance Payroll Letter template?
Go to Workspace -> Document templates and click on “New template”
Import the Advance Payroll letter template. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Employee name, date, reason, etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time an Advance Payroll letter is requested.
Download the Advance Payroll letter template from here.Employee compensation change letter
Why?
An “Employee compensation change letter” a formal document generated by HR to notify an employee of adjustments to their salary or compensation package. This type of letter is typically used when there’s a change in the employee’s base pay due to promotion, performance review, among others.
How to create an Employee compensation change template?
Go to Workspace -> Document templates and click on “New template”
Import the Employee compensation change letter. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Employee name, date, compensation to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time an Employee compensation change letter is requested.
Download the Employee compensation change letter from here.Employment offer letter
Why?
An “Employment Offer Letter” is a formal document generated by the HR department to extend a job offer to a candidate who has been selected for a position within the company. This letter includes the essential details about the job and serves as a written confirmation of the terms and conditions of employment. It typically provides an overview of the role, salary, benefits, and other important information regarding the employment offer.
How to create an Employment offer letter template?
Go to Workspace -> Document templates and click on “New template”
Import the Employment offer letter. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Employee name, date, salary, address to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time an Employment offer letter is requested.
Download the Employment offer letter from here.Employment verification letter
Why?
An “Employment verification letter” is a document generated by the HR department to confirm an employee's current or past employment status with the company. This letter is often requested by employees who need to verify their employment details for various purposes, such as applying for a loan, renting an apartment, pursuing further education, or immigration purposes.
How to create an Employment verification letter request template?
Go to Workspace -> Document templates and click on “New template”
Import the Employment verification letter. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement here:
Add placeholders for inputs like Employee name, bank name, address, salary to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to manager and other approvers.
Leverage workflows to automatically add the reporting manager as an approver each time an Employment verification letter is requested.
Download the Employment verification letter from here.Job description letter for new hire
Why?
A “Job description Letter” is a formal document that outlines the duties, responsibilities, qualifications, and expectations associated with a specific job position within a company. These are often created during the hiring process but can also be used internally for role clarifications, promotions, or role changes.
How to create a Job description template?
Go to Workspace -> Document templates and click on “New template”
Import the Job description letter. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement here:
Add placeholders for inputs like Job title, department name, required education, degree, years of experience etc. to avoid manual entries and errors by agents. You can even add custom fields to the input form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time a Job description letter is requested.
Download the Job description letter template from here.Request for a VISA Letter
Why?
A “Request for a Visa Letter” is a document generated by the HR department to assist an employee who needs a visa for international travel, typically for work-related purposes. This letter serves as official documentation from the company, confirming the employee’s role, purpose of travel, and intended duration of stay. This ensures the legitimacy and purpose of their visit to the embassy.
How to create a VISA letter request template?
Go to Workspace -> Document templates and click on “New template”
Import the VISA Letter template. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement here:
Add placeholders for inputs like Embassy name, travel event details, address to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time a VISA letter is requested.
Download the VISA Letter template from here.Termination letter
Why?
A “Termination Letter” is a formal document issued by an employer to inform an employee that their employment with the company is ending. This letter provides clear communication of the termination, including the reason for the decision, any next steps regarding final pay or benefits, and any applicable instructions for returning company property.
How to create a Termination letter request template?
Go to Workspace -> Document templates and click on “New template”
Import the Termination letter template. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Employee name, designation, date etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time a Termination letter is requested.
Download the Termination letter template from here.Warning letter
Why?
A “Warning Letter” is a formal written communication issued by an employer to an employee to address inappropriate behavior, performance issues, or violations of company policies. The purpose of the letter is to inform the employee of the problem, give them a chance to correct their behavior or performance, and to document the issue for future reference in case further disciplinary actions are necessary.
How to create a Warning letter request template?
Go to Workspace -> Document templates and click on “New template”
Import the Warning letter template. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Issue, date, employee name, designation, reporting manager etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers as a certain user/user groups each time a Warning letter service item is requested.
Download the Warning letter template from here.Employee role change letter
Why?
A “Role change letter for an employee” is a document generated by the HR department to assist an employee who needs a visa for international travel, typically for work-related purposes. This letter serves as official documentation from the company, confirming the employee’s role, purpose of travel, and intended duration of stay. This ensures the legitimacy and purpose of their visit to the embassy.
How to create an employee role change letter request template?
Go to Workspace -> Document templates and click on “New template”
Import the Employee role change letter. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfilment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement:
Add placeholders for inputs like Employee name, date, designation, address to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time an employee role change letter is requested.
Download the Employee role change letter from here.
