Human Resource Sample letter formats and all types of the Sample HR Forms, Templates and Other HR Documents available for free download.

Public Holiday Announcement Mail/Notice/Memo Format to Staff

It is vital for every company to put on notice board about the public holidays and specified working hours. This should contain detailed information of weekly holidays and the dates of public holidays. The purpose of putting a circular on notice board is to inform employees well in advance about the possible leaves available. With changing scenarios and technology, holiday declaration mail to employees is sent. It includes information about public holidays including festivals and other notable events. In fact, it is a government notice to the employees of public enterprises for the holidays. Basically, holiday notice email has all the listed paid leaves in the next year that inform professionals about customary practices. Below is the circular for declaring holiday format, which states about requisite language to be used and information to be included.

                                                                                                                  Dated: January, 1st, 2018

Notice / Circular

This notice is in liaison with the forthcoming 50 years celebrations of our enterprise organized on December 30th, 2017. It will be followed by a long weekend off from Friday (December 24th) to Sunday (December 31st). The staff is requested to attend office hours prior to celebrations without any absence. The function with notify authorities for their hard work and award excelling employees in their respective departments.

The personnel deputed on emergency service basis will be serving the company as directed within the long weekend off. There shall be no change in the work plans for them. To avail the facility of the holidays, employees are requested to maintain their attendance register authentically.

At the completion of the holidays, employees are requested to be present in the office from Monday onwards i.e. January 2nd, 2018.

This letter for holiday announcement is intended towards informing company employees to be prepared for a “Gala Event” that will unleash the potential of our company in maintaining their market goodwill effectively.

Congratulations and Thank You Everyone for Contributing to the Success of Our Enterprise!


Mohit Aggarwal,

Senior HR Manager

Click Here to Download Sample of Circular for Public Holiday In Word Format 


Letter Format for Intimating the Workers that Sunday is a Working Day

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Posted by Hrformats - January 5, 2018 at 1:50 PM

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Company Canteen Rates Hike Circular to Employee

Canteen in a company premises have been part of formal as well as informal discussions over coffee, tea or snacks. Employees get to spend a casual time in the premises, which is good for the enhancement of cognitive power. As known, the food quality of canteen is always delectable.  In fact, the circular put on the notice board is meant to inform employees about the increased rates of varied food items available in the canteen. The increased rates are a resultant of GST taxes over the purchase of raw materials used to cook a meal. Though, the rates are increased; they have been decided in conjunction with the authoritative permission of the company heads. Under mentioned is the circular format for employees informing about increased rates of canteen food products.

Dated: December 23th, 2017

Notice / Circular

This circular for change in canteen rates is meant to inform the employees that the food items in the canteen menu have been slightly increased. Such a decision has been taken by the canteen manager and administrative authorities by keeping in mind increased prices of raw materials and other products used for cooking meals in the canteen. The new rates for food items are subject to change from December 26, 2017. Along with this, every bill will have CGST and SGST levied on the total price.

We hope that the company employees will be supportive in the decision because of the hike in prices of vegetables and materials. For the updated rates, the employees can consult with the canteen manager and check the new menu that will be available in the canteen premises from day after tomorrow onwards.

Thank you very much in advance for your co-operation and taking the administrative decision in a favorable manner.


Rajesh Khandelwal

Admin Head

Click Here to Download Company Canteen Rates Hike Circular to Employee in Word Format

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Posted by Hrformats - December 23, 2017 at 12:30 PM

Categories: Letters   Tags: , , ,

Incentive letter or Bonus for Top Performers

Promotions and bonuses are always a welcome note for the employees. It is the answer to their sheer hard work that has been put in the work procedures to add growth blocks to the company. The information of bonuses or incentives calculated for the employees is communicated to them through official company bonus letter that has the detailed information about reasons for incentive or bonuses and the amount. Certainly, giving bonus to the company from time to time will keep the employees motivated for enhanced performance in every sector. It is not about giving money to the employees; rather, the purpose of bonuses is to appreciate the work done by the employees and adding to the overall progress of the company.  Under mentioned is the performance incentive letter format, which will allow you to draft a valuable message to employees.


Head of Marketing and Finance Department,

Creative Info Solutions Pvt Ltd

Sector 63, Noida, Uttar Pradesh

Dated: November 30th, 2017

Subject: Informing about the incentives for team members

Dear Sir,

We would like to inform you that the Marketing as well as Finance departments of our company have performed exceedingly well in the last quarter of their work. Apart from completing targets well on time, all of the team members have exceeded the targets too. Of course, the credit goes to effectual team management skills of the Head of the Departments and sheer hard work of employees. It is their willingness to excel on the work front that has made it essential for the company to reward them with valuable incentives. The calculated incentives are on the flat 20 percent of the total monthly salary. The incentives decided for each team member of these two departments is as per Bonus or Incentive Plan Payment Letter template are:

Marketing Team:

Karan: Rs. 4000 (20000 PM)

Sheetal: Rs. 3200 (16000 PM)

Rajesh: Rs. 3200 (16000 PM)

Manisha: Rs. 3000 (15000 PM)

Finance Team:

Neha: Rs. 6000 (30000 PM)

Mehar: Rs. 5000 (25000 PM)

Mehul: Rs. 5000 (25000 PM)

In the end, I would like to congratulate all of them on behalf of the company authorities for excelling in their performance. We wish that they keep up with the progressive nature at work front and strive to excel always.

Thanks and Regards,

Mohini Aggarwal

Senior HR Manager

Click here to download Incentive letter or bonus for top performers in Word Format

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Posted by Hrformats - December 16, 2017 at 1:32 PM

Categories: Letters   Tags: , , , ,

Sample Notification Letter to the HOD of Company About Festival or Event

Notification letter to inform about an event to the head of the departments is always meant to inform about the special events or proceedings taking place in the company. Of course, the purpose of circulating the information about upcoming events of the company is to initiate the participation of employees and make the most of the event for sure. Definitely, the events are celebrated or organized for the purpose of promoting effective communication between diverse departments of the company that do not stay in touch otherwise. Below mentioned is the sample notification letter of upcoming event in the company to head of departments.


Head of the Department,

Essential Sanitation Pvt. Ltd

Tonk Road, Jaipur

Dated: November 25th, 2017

Subject: Information to Department Heads about Upcoming Company Events

Respected Sir,

I would like to take this opportunity to inform you through notification letter to employee that our company has completed 25 years of operation in the business sector. In order to celebrate the occasion, the company has organized a party-cum-prize distribution event on December 1st, 2017. This event will take place at “The Lalit” Jaipur hotel. It will be a pompous celebration about the company’s progress that would start with our CEO’s message. The message will be followed by prize distribution to the notable employees in the company for their valuable contribution.

As the prize distribution process gets over, it will be followed by dance performances by some of the in-house employees only. Of course, the arrangement for DJ is there in the hotel that would be culminated by a sumptuous drink and dinner session. So, the head of the departments are noted well in advance by the company’s administrative department and they are requested to pass on the information to their team members.

One important thing to notify is that dress code kept for the event is “Western Outfits” for women and men should follow the Tuxedo Dressing Rule.

Congratulations to you for your initiative and recognition of the event. Your presence in the function is important.

Thanks and Regards,

Shaila D’Souza

Head of Administrative Department

Click Here to Download Sample Notification Letter in word format to the HOD of Company About Festival or Event

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Posted by Hrformats - November 27, 2017 at 6:12 AM

Categories: Letters   Tags: , , , ,

Rejection Letter Sample Template for Job Candidates

Job interview is an important step to get into a dream company with lucrative salary. Of course, everyone comes prepared for the expected possible questions with smart answers. At some of the interview venues, the officials ask for curriculum vitae with attached passport size a result of the process, the interviews comprises of two or three rounds; depending on the requirement of the profile. Initially, it is the HR round that gets followed by a technical or test round and the final one is with company’s manager or managing director. On getting satisfied, job offer letter is provided to the candidate. Some candidates have to face rejection. To them, some authorities directly communicate on the interview venue; while, some others send Job Candidate Rejection Letter through email. One can even check the Job Rejection Letter Sample provided underneath.

Sarah Parker,

Hoskins and Collin Pvt. Ltd

11th, Madison Square Gardens,

New York City, USA – 10010.

Subject: Non-Acceptance of Candidature

Hello Mr. Jim Robinson,

We are very thankful that you took out time from your schedule to appear for the respective interview of Marketing Manager in our company. Your time and interest in the position is quite appreciable. It is important for us to inform you that the position has got its candidate with suitable experience and skills. This does not mean that your aptitude was not a considerable part. The slight margin in the experience and skill set enabled other candidate to clinch the role.

You are free to apply for other position at the company in near future. Our administration has kept your contact number and other details in the record section. There is a possibility of the company to contact you for suitable positions as per your skills and experience. It would be really good for us to have you on board next time. We wish you luck for your future job prospects and hope that you ave success in every aspect of life.

We extend our heartiest wishes to you for thriving career ahead for sure.


Sarah Parker

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Posted by Hrformats - November 23, 2017 at 1:07 PM

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Format for Employee Retention Letter For Notice Period

Usually companies include the clause of notice period in their offer letters. The purpose of including notice period is to get some transition time so that when the employee leaves, the work that was handled by him could be handed over to someone else. If the employee is really good then companies try to retain them by writing a formal employee retention letter with notice period. The idea is to have an extra time to find a better substitute and have important things accomplished during this duration.

We have come up with sample retention letter for notice period which can be used for writing a personalized letter.

Sample Format for Employee Retention Letter For Notice Period


Samantha Brown

HR Manager

Global Investments Ltd

New York

Date: 18.10.17


Robert Smith

45, Gold Oak Apartments

New York

Dear Robert,

This is in response to your resignation letter received on 28th September, 2017. We would like to bring to your notice that as per your offer letter, you cannot leave your job before serving the notice period of one month. And in case you do so then as per the policy of the Company, salary of one month will be deducted from your remuneration.

We would like you to stay with us for another one month and train Mr. Adam Jack for your profile. This would help him learn all the duties and responsibilities during this while and then you can move ahead with your new job.

For any further discussions, please feel free to write me a

Looking forward for your response.


Samantha Brown

HR Manager

Global Investments Ltd

Click Here to Download Employee Retention Letter For Notice Period

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Posted by Hrformats - October 18, 2017 at 5:44 AM

Categories: Employee Relations   Tags: , ,

Formal Letter of Appreciation on Completing Years of Service

Employees always long for appreciation from their company. It infuses them with high energies and excitement to work harder as their company acknowledges their contribution. Therefore, it is extremely important for employers to appreciate their employees and value their loyalty by writing a simple letter of appreciation on completing years of services. It is a very small but very impactful gesture on company’s behalf by honoring their efforts and accomplishments.

We have come up with a formal appreciation letter sample for completing years of service which you can use as a format for creating a personalized letter for your employees.

Sample for Appreciation Letter For Completing Years Of Service


Rahul Jain


Universal Computers Ltd.

JLN Marg

New Delhi

Date: 03.10.2017


Mr. Ramesh Gupta

52, Radhika Apartments

Lodhi Road

New Delhi

Dear Mr. Ramesh,

Congratulations on completing 5 glorious years with Universal Computers Ltd. We take this special moment to celebrate this milestone in your career and congratulate you for being a dedicated and cooperative employee of our company who has always worked for the development of the company.

We are proud and happy to have an employee like you who has always impressed us with his outstanding efforts. You have always worked beyond your potential with the best of your commitment levels for all these years and that’s the reason you are an integral part of our organization.

We wish you amazing 5 years with Universal Computers Ltd. and we hope that our association and your career grow hand in hand.

Best Regards

Rahul Jain


Universal Computers Ltd.

Click Here to Download Appreciation Letter For Completing Years Of Service

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Posted by Hrformats - October 3, 2017 at 6:47 AM

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Letter to Employees on Their Team Outing Sanction

If the employees of your company have submitted the request for a team outing and the management has agreed to their request then in that case,  the company is suppose to write a formal memo to inform staff company trip. The letter to employee team outing consists complete detail of the outing that has been planned for the employees thereby leaving no room for confusion. It is a way of formal company outing announcement followed by company.

To help you write a Letter to Employees on sanction of their team outing we have come up with an outing letter sample. Use it by customizing it as per your requirement.

Sample Letter to Employees on Their Team Outing Sanction

Date: 12.09.2017

Dear Employees,

This is to inform you all that the Management as accepted the request for team outing for the employees that you submitted on 05.09.2017. Given below are the details of the outing that have been sanctioned:

Date of Journey: From 25.09.2017 to 30.09.2017

Destination: Mussorrie

Accommodation: Hotel Park View

This request has been approved subjective to the following conditions mentioned in your request letter:

  • This outing has been organized on your own and therefore, this will not attract any TA or DA claims.
  • You will take complete care of your travel, baggage and insurance.
  • You will be responsible for your safety and your belongings.
  • You will be responsible for any accidents or incidents that take place during the event.
  • Management has agreed to mark all the employees as “Present” from 20.09.2017 to 24.09.2017 even though employees will not be present at work to attend to their duties.

You may work on your plan and submit the final details of the outing with the company. In case of any other help, you may get in touch with the HR department.


Radika Sharma

Click Here to Download Letter to Employees on Their Team Outing Sanction

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Posted by Hrformats - September 12, 2017 at 9:07 AM

Categories: Employee Benefits   Tags: , ,

Announcement Letter Format for Discontinuing Special Leave

Sometimes companies announce special leaves but then they sometimes plan to discontinue it for some reasons. In such a situation, company is suppose to write a formal letter of announcement mentioning about discontinuing of special leaves. This is the way of informing all the employees of the company in a formal manner.

To help you frame a personalized letter for discontinuing special leaves, we have come up with a sample template which can be utilized to create your own.

Sample Announcement Letter for Discontinuing Special Leave

Date: 21.08.17

Dear Employees,

This is to inform you that last year Management had decided a special leave for all the employees of the company on their birthdays. We would like to inform you that now Management has decided to discontinue this special leave from this year, effective from 1st September, 2017.

This reason for discontinuing this special leave is because the work pressure is extremely high as there are lots of new projects under process and this would demand more time and efforts from everyone’s ends.


Sumita Agarwal

HR Manager

Rishabh Bath Fittings Ltd.

Click here to download Announcement Letter for Discontinuing Special Leave

Letter for Announcement Of New Employee Joining
Whenever a new employee joins a company, it is the duty of the management to welcome him with open arms and announcing his arrival publicly.

Permission Letter to Leave Office Early
There are times when you need to leave the office early. For instance, it is your wife’s birthday or you have to attend some function.

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Posted by Hrformats - August 21, 2017 at 12:46 PM

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Appointment Letter for Commission Based Agent

Many companies appoint their commission based agents who act as the link between the vendors and the buyers. Depending upon the area in which they specialize, they are able to find work across different industries and companies of different sizes. They excel in whatever industry they work in. But all of this is a formal process which involves signing commission only sales contract which contains details on commission payment.

Given below is a template for commission based agent’s appointment letter. You can use it as sales agent appointment letter sample or real estate agent commission agreement sample subjective to your industry.

Sample Appointment Letter for Commission Based Agent


Suman Gosh

HR Manager

Sambhav Fabrics Pvt. Ltd.

Howrah Bridge


Date: 14.08.17


Mr. Shyam Banerjee

52, Seva Sadan Apartments

Mirza Galib Street


Sub: Appointment letter for Commission Based Agent

Dear Mr. Banerjee,

This is reference to your application received for the post of Commission Based Agent with our company. We would like to inform you that our management has chosen you as the Commission Based Agent for North East India.

You date of appointment for this profile is 21st August, 2017. The duration of this appointment will be for an initial period of 1 year and based on your performance during this time, further increment in time will be decided.

As discussed during the interview, you will have to work on getting buyers for our products from the North East Zone. You will be the sole agent of the company in this zone and the responsibility and authority of generating orders on cash or on credit would be completely on your shoulders. And if you are selling the goods on credit then again it will be your responsibility to collect the payments from buyers within the allowed time.

On confirmation of appointment letter, you will be required to sign the commission contract with the company which will soon be shared with you.

In case of any doubts, you may get in touch with me at +91-9898989898 or you may write to me at


Suman Gosh

The HR Manager

Sambhav Fabrics Pvt. Ltd.

Click Here to Download Appointment Letter for Commission Based Agent

Letter of Appointment for Temporary Employee or Consultant
Temporary employees, as the term suggest, is hired for a certain time period by a company to meet the demands of a growing business.

Appointment Letter for Internship Trainee
Companies hire internship trainees and there is a complete procedure to recruit them. It is a formal process in which being the HR manager of your company.

Contract Completion and Not Continue Further Letter Format
Within the corporate understanding, contracts or agreements are said to be documentary notations required by officials to decide over specified working terms and conditions.

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Posted by Hrformats - August 14, 2017 at 7:58 AM

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