When the HR department formally communicates with employees, those documents become part of the record of the relationship between your company and your workers. That’s why it’s very important to word every human resource letter with care. Even in “at will” environments, it is possible to unintentionally create a contractual obligation with a poorly planned communication. This is one reason to use templates for correspondence whenever possible.
For example, you might send rejection letters to job candidates who were not chosen for an open position. With a standard form letter, you can make sure the message is polite and clear and that it contains no information that could be misconstrued as indicating a discriminatory hiring practice. Not that your office administrator would type “I’m sorry, but we’re looking for someone younger to fill this position,” but you can’t be too careful!
HR Letters Serve Many Purposes
Other letters you might send out include job offer letters, welcome letters to new employees, termination letters to former employees, and so forth. Employee benefits information is another area where being able to generate a human resource letter from a template is very helpful. In some cases (such as with COBRA notifications) written notices mailed to an ex-employee’s last known address are actually required by law. From time to time, you might also send out special announcements about upcoming company events like a 10 year anniversary for the business, a retirement/recognition party for a long-time employee, or a summer picnic.
Cut Down On Letter/Label Creation Time
In some situations, you need to send a human resource letter to just one employee. In others, broadcasting information to your entire workforce may be necessary. Either way, HR should have the ability to generate letters with employee-specific information. Even copying and pasting individual names into the salutation of each letter can be a needlessly time-consuming task. It makes more sense to use a program that allows you to automatically populate such fields in a letter template from the corresponding fields in your electronic personnel records. The same holds true for address labels. Rather than copying data into Excel or Word and going through that label-making wizard in those programs, it makes sense to keep all employee information securely in your HR database and print labels directly from that application.
Source by Brandy Pelzel
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