THE GUIDE
Writing HR letters that are clear, fair and kind
Most HR letters confirm something important: a new status, a change in pay, a concern, or someone leaving. A good letter is short, specific and matches what was already said face to face.
What every letter needs
- The date, the person’s full name and their job title.
- One clear subject line.
- The key facts: dates, amounts, what changes and from when.
- What happens next, and who to ask.
- A signature from someone with the authority to send it.
Frequently asked questions
They are a practical starting point, not legal advice. Check your contracts and company policy, and ask HR or a lawyer for anything disputed.
Yes. Download Word and edit it in Microsoft Word or Google Docs, for example to add your letterhead.
In your browser, and in your account if you sign in. Use the tabs at the top to keep several letters.