# HR letters on your letterhead — appointment, experience, relieving

> Issue numbered appointment, experience, relieving, salary and other HR letters as PDFs, filled in from the person's record, and checkable online.

Source: https://pathshala.mjxtechnologies.com/docs/people/hr-letters/

**HR letters** in MJX HR are filled in from the person's profile and salary structure, numbered, and issued as a PDF on your letterhead. In Pathshala, the person can open their own letters on My HR, and anyone can check a letter is genuine on your verification page.

> [!PATH] Apps › MJX People › HR portal › Documents › Letters

![HR letters screen with Write a letter marked — Person, Kind of letter and Fill it in](media/people/hr-letters-1.jpg "Apps › MJX People › HR portal › Documents › Letters")

## Kinds of letter

Appointment letter · Confirmation letter · Experience certificate · Relieving letter · Salary certificate · Employment verification · Salary revision (increment) letter · Warning letter · Other letter.

## Steps to issue a letter

1. Under **Write a letter**, choose the **Person** and the **Kind of letter**.
2. Press [[Fill it in]]. The **Subject** and **The letter** are filled from their record. If something is missing, the screen says *"Not on (name)'s profile yet:"* and lists it.
3. Read the letter and change anything you want. A blank line starts a new paragraph. Replace every `[FILL: …]`.
4. Optional (MJX HR Pro): under **✨ Ask AI to reword it**, type what you want — for example *make it more formal · shorter* — and press [[Reword]]. It is a draft only: it keeps your names, dates and amounts, and you still read it.
5. Leave **Show this letter to the person on their My HR page** ticked, or untick it.
6. Press [[Issue letter]] and confirm.

> [!SUCCESS]
> The letter appears under **Letters issued** with its number — the first is `HR/<year>/0001` — and an [[Open]] button for the PDF.

> [!IMPORTANT]
> Once issued, a letter cannot be changed. To cancel one, press [[Withdraw]] and give a reason. The verification page then says *"This letter was issued by us, but it is no longer valid"*.

## Answering an Ask HR request with a letter

When an employee asks for a letter on My HR, **Requests** shows **Write the letter**. It opens this screen with the person and kind chosen and says *"Answering (name)'s request. Issuing the letter closes the request and puts the letter on their My HR."*

## Your own wording for each letter

Under **Your wording for each letter**:

1. Choose the kind of letter and press [[Show the wording]].
2. Change the **Subject** and body. Words in `{{double braces}}` are filled in for each person — **The words that are filled in** lists them (name, job title, department, joining date, last working day, notice period, monthly and yearly gross salary, revision figures, today's date and more).
3. Press [[Save wording]]. Every new letter of that kind uses it.
4. To undo, press [[Go back to the built-in wording]].

## Salary letters and increments

Salary figures come from MJX Payroll's salary structure. A **Salary revision (increment) letter** uses the increment that was approved, not the salary table as it stands today, and names any arrears it owes.

## Who can use it?

| Who | Plan |
|---|---|
| Owner, Admin, the **HR** job | MJX HR Basic and Pro |
| AI reword | MJX HR Pro (shows 🔒 on Basic) |
| The employee | Opens their own letters on My HR |

> [!TIP]
> Add your logo in Settings before your first letter — it goes on every letter and offer. The **Set up HR** card reminds you.

## Questions people ask

### Can I change a letter after issuing it?

No. Once issued, a letter gets its number and cannot be changed — only withdrawn with a reason, which is kept on the record.

### Where does the salary in a letter come from?

From the person's salary structure in MJX Payroll. For an increment letter, from the increment that was approved, so the letter still says what was agreed after a later raise.

### Can the employee download their letter?

Yes, if **Show this letter to the person on their My HR page** is ticked. It appears under **Your name (top right) › My profile › My letters**.

### How can a bank or BGV agency check a letter?

Every letter prints the link to your letter verification page, where anyone can check it by its reference number.

### Which plan has HR letters?

MJX HR Basic and above. Asking AI to reword a letter is MJX HR Pro.