Create reusable letter templates once, then generate personalized employee letters in seconds.
Letter Templates lets HR and Admin users build standard letters, such as offer letters, appointment letters, confirmation letters, experience certificates, and salary revision letters, and generate them for any employee with a few clicks. Dynamic variables pull in details like the employee’s name, joining date, and CTC automatically, so every letter is personalized without retyping anything.
How it works, in short
Create a template - write the letter once, using dynamic variables wherever employee or company details should appear.
Generate a letter - pick the template and the employee, fill in any extra details, and click Generate.
PrimeHR fills in the details - variables are replaced with the employee’s and company’s information, and the letter is ready to use.
How to Access Letter Templates
Log in to the Admin Panel.
Go to HR Module → Letter Template.
How to Create a Letter Template
Go to the Letter Template page.
Click Add Letter.
Enter a Template Name.
Write the letter content in the editor.
Insert dynamic variables wherever employee or company information should appear (see below).
Click Save.
Once saved, the template appears in the Letter Template dropdown, ready to use when generating a letter.
Dynamic Variables
Dynamic variables are placeholders in square brackets that PrimeHR replaces with real information when a letter is generated. For example, instead of typing your company name, use [company_name], and PrimeHR fills it in automatically.
[name] - the employee’s name
[joining_date] - the employee’s joining date
[ctc] - the employee’s cost to company (CTC)
[current_date] - the date the letter is generated
[company_name] - your company name
[company_logo] - your company logo
[company_address] - your company address
[company_phone] - your company phone number
[company_email] - your company email
Values come from your company settings, the employee’s profile, or payroll details, depending on the variable. If the information isn’t filled in there, it can’t appear in the letter, so make sure profiles are up to date.
How to Generate a Letter
Open the Generate Letter section.
Select a template from the Letter Template dropdown.
Search for and select the recipient. PrimeHR uses their profile to fill in the variables.
Fill in any additional fields shown for the selected template (see below).
Choose whether to add salary components, if the option is available.
Review the details.
Click Generate.
Template-Specific Fields
Some templates need details that aren’t stored in an employee’s profile. When you select one of these templates, the Letter Content section shows extra fields to fill in, and whatever you enter replaces the matching variables in the letter.
For example, an Interview Invitation Letter may ask for:
Candidate Name - the candidate’s full name
Insert Date - the interview date
Insert Time - the interview time
Insert Address - the interview venue or office address
How to Edit a Letter Template
Open the Edit Letter section.
Select a template from the Select Letter dropdown.
Update the content, formatting, or dynamic variables as needed.
Tick or untick Include Salary Components, if applicable.
Click Save Letter.
Changes apply only to letters generated from now on. Letters already generated stay as they were.
Letter Body Editor
The editor gives you the tools to format professional letters:
Bold, italic, and underline
Text alignment and font formatting
Bulleted and numbered lists
Tables and images
Layout and content formatting
Include Salary Components
Add a detailed salary breakdown to a letter - commonly used for offer letters, appointment letters, and salary revision letters.
Enabled - an extra page with the employee’s salary components is added to the generated PDF
Disabled - no salary breakdown page is included
Why it helps
Generate employee letters in seconds, instead of writing each one from scratch
Every letter follows the same professional format
Employee and company details are filled in automatically, with fewer typing errors
Create a template once and reuse it whenever you need it
Update content, formatting, and salary details whenever your policies change