Employment letters

Request a letter about your employment, such as an employment verification or experience letter. Some letter types are issued immediately; others need an authorized HR reviewer.

Access needed

Access depends on your assigned permissions and workflow scope.

Request, track or cancel your own pending letter: Sign in with an account linked to your employee record. This grants only your permitted own-data scope. Downloading an issued letter also follows document ownership/access rules.
Role and permission labels
Typical responsibility: Employee. Role names alone do not grant access.
Manage letter types, review requests or restore tasks: employees.letters.manage
Document downloads remain separately authorized.
Role and permission labels
Typical responsibility: HR reviewer. Role names alone do not grant access.
Manage employment letters

Demo screenshots may show broader access than your account.

Before you start

Open your own Profile → Letters. Your account must be linked to an employee record for self-service. If Profile is unavailable, ask your administrator to check the link and your access.

Have the recipient's correct name and the purpose ready. These appear on the letter, so avoid placeholder text in a real request. Screenshots here use fictional requests addressed to a demo review team.

Request a letter

Choose Request letter
In Letters, select Request letter to open the form.
Choose the letter type
Select an available Letter type. Read whether it is issued immediately or reviewed by HR. Available types and wording depend on your workspace.
Enter the recipient and purpose
Complete Addressed to with the recipient organization or person, up to 200 characters. Add Purpose if needed, up to 500 characters. Check spelling because this information is printed on the letter.
Review before submitting
Select Review request and check the type, recipient, and purpose. Use Back to correct them or Cancel to discard the draft. Select Submit request when the details are correct.
Check the outcome
Read the status in your request list. Pending waits for HR; Issued means the letter has been generated. Open View letter for its details.

Experience letter request form with a fictional recipient and purpose — Choose the type and check the recipient before review.

Read-only review of a fictional experience letter request — Use Back to correct the draft before submission.

Choose the right type

A new workspace starts with these types, but HR can rename, change, or deactivate them. Follow the options actually shown in your workspace.

Type	Typical purpose and review
Employment verification	Confirms employment; the default type is issued immediately.
Salary confirmation	Includes current compensation and always needs HR review.
Experience letter	Records employment experience; normally reviewed by HR.
Embassy/visa letter	Supports an embassy or visa-related request; normally reviewed by HR.

A salary letter needs compensation effective today. A future pay entry alone is not enough. Contact HR if current compensation needs attention; do not enter guessed salary information into the request purpose.

Track your requests

Status	Meaning
Pending	Waiting for an authorized decision.
Issued	The letter has been generated and has a reference and document.
Rejected	HR declined the request; open it to read the reason.
Cancelled	You withdrew your pending request.

Personal letters list showing a pending experience letter and issued verification — Workspace configuration determines whether a type needs review.

You can have only one pending request of the same type. To withdraw it, open View letter and select Cancel request while it is Pending. Cancellation is unavailable after the request is issued, rejected, or cancelled. A rejected request's explanation can help you prepare a corrected request.

Download an issued letter

Open View letter on an Issued row. Check the recipient, purpose, reference, and issue date, then select Download PDF. The letter is also filed with your employee documents under Letters.

Issued employment verification with its reference and Download PDF action — This example was issued for the fictional demo employee.

The document can take a moment to appear after issue. If download reports that it is still being registered, wait briefly and retry the download rather than requesting another letter. Keep the reference when asking HR about a specific request.

Review requests as HR

Open Employees → Letter Requests with letter-management access. Use Filter for status, letter type, or employee; Sort changes the queue order. Search applies to the current page, so use filters and pagination when looking beyond the visible results.

Employee Letter Requests queue with fictional Pending and Issued examples — Authorized reviewers can filter and open requests.

Open the intended request
Select Review and check the employee, letter type, recipient, purpose, and whether salary is included.
Approve or reject
Select Approve and issue when the request is correct. This generates the letter using the template as it exists at approval time. To decline, select Reject, enter a reason within 500 characters, then select Confirm rejection. The employee sees that reason.
Verify the result
Check that the status changed to Issued or Rejected. If generation fails, review the error and current status before retrying. Do not assume clicking the approval button issued the PDF.

Reviewers cannot approve or reject their own requests. Ask another authorized reviewer to decide them. Downloading another employee's issued letter also requires document-read access; letter-management access alone does not grant every document permission.

Pending letter details explaining that reviewers cannot decide their own request — Another authorized reviewer must decide this pending request.

The Letter types action opens the administrative catalogue. Authorized HR staff control the wording, signatory, availability, and immediate-issue setting. Template administration will have a separate guide. Salary letters cannot be configured for immediate issue.

On a phone

The same queue is available on a smaller screen. Scroll wide tables to reach remaining columns and actions. Read all request details before submitting or deciding.

Mobile populated letter request queue — Scroll the table to reach additional fields and actions.

Troubleshooting

Problem	What to do
Request letter is unavailable	Ask your administrator to check your employee link and self-service access.
A type is missing	It may be inactive or unavailable in your workspace; ask HR for the appropriate type.
A request of the same type is already pending	Open the existing request; cancel your own pending request if it needs replacement.
A salary letter cannot be issued	Ask HR to verify compensation effective today.
The PDF is not ready	Retry the download shortly after issue; do not submit a duplicate request.
A letter cannot be generated	HR should check the template, required data, and document storage setup. Keep the request reference and error message.
Review actions are unavailable	Check management access, Pending status, and whether it is your own request.

Keep employment and salary letters private. Share the downloaded PDF only with the intended recipient through your organization's approved process.