Write letters and certificates

HR writes the letters people ask for from ready templates in your letterhead. Each letter gets a number and is kept in the register exactly as printed.

Before you start

• You need Manage HR (files, documents, leave). A salary certificate, or an offer or contract that shows the salary, also needs Salaries and payroll.
• Set your letterhead once: HR → HR settings → Letters: letterhead and templates. Fill in the Business name, Address, phone, e-mail, the Signer and Signer's title, and a Footer line, then select Save.

Steps

1. Open HR → Letters.
2. Pick the Kind: Salary certificate, Employment certificate, No-objection letter, Experience letter, Warning letter, Offer letter, Contract or Contract renewal.
3. Pick the person and the Language. To print two languages side by side, pick a Second language too (Arabic and English is common in the UAE).
4. Fill in To (the addressee) and the Purpose. For an offer or contract add the Position and Start date; for a warning, the Reason.
5. Select Preview and read the text. A preview has no number and is not kept.
6. Select Write the letter. It gets the year's next number and goes into The register.
7. Select Open beside the letter and print it from your browser. Choose "Save as PDF" in the print window to make a PDF.

Good to know

• The templates are a starting point, not legal advice. To change the wording, open HR → HR settings → Letters: letterhead and templates and edit the text for each kind and language. Merge fields in square brackets, such as [name], [title], [salary] and [date], are filled in from the file.
• Numbers look like L-2026-0001 and run per year.
• A letter cannot be edited after it is written. If it is wrong, select Void: the number stays in the register, marked void, and you write a new one.
• When someone asks for a letter from their own page, writing it closes their request.
• The person's own page lists their letters by number, kind and date, but not the text. They ask HR for a copy.
• There is no separate PDF file: printing from the browser makes the PDF.
• A warning can also be printed as a letter from the person's file. See Give and record a warning.
• Removing a leaver's personal data voids their letters and blanks the text; the numbers stay.