Employee Handbook Template Guide: Offer, Appointment, Relieving & More
Introduction
An employee handbook template is not just about company policies; it also connects with the important HR letters that guide an employee’s journey from hiring to exit. Every organization needs clear and consistent documents such as offer letters, appointment letters, agreements, promotion letters, and relieving letters to ensure smooth communication and compliance with Indian laws.
In this blog, we highlight 25+ essential HR templates that every business should maintain, helping employers build trust, avoid disputes, and manage the entire employee lifecycle effectively.
Why HR Letters Matter in an Employee Handbook?
An employee handbook template gives structure to company policies, but it is the HR letters that make those policies real in day-to-day operations. Documents like employment letter templates, an appointment letter template, or an employee agreement template provide employees with clear terms of service, benefits, and responsibilities in a legally valid format.
At the time of exit, policies alone are not enough. A proper relieving letter format, full and final settlement letter, or experience certificate ensures transparency and closure for both the company and the employee. Together, the handbook and these letters create consistency, legal compliance, and trust in the workplace.
25+ Important Employment letter templates
No. |
Template |
Description |
1 |
Provisional Offer Letter |
Issued to a candidate confirming a job offer before joining. |
2 |
Appointment Letter |
Formal document confirming employment terms, role, and joining. |
3 |
Employment Agreement / Contract / NDA |
Legal agreement defining service terms, confidentiality, and obligations. |
4 |
Internship Agreement / Letter |
Defines terms, duration, and responsibilities for interns. |
5 |
Internship Completion Certificate |
Certificate given after successful internship completion. |
6 |
Joining / Welcome Letter |
Warm welcome note provided to new employees on their first day. |
7 |
Background Verification Form / Declaration |
Document to verify employee’s past employment and personal details. |
8 |
Probation Confirmation Letter |
Confirms successful completion of probation period. |
9 |
Transfer / Relocation Letter |
Communicates transfer to a new branch, location, or department. |
10 |
Salary / CTC Breakup Letter |
Detailed salary structure with components and deductions. |
11 |
Salary Increment / Hike Letter |
Letter announcing a salary increase. |
12 |
Bonus / Incentive Letter |
Notifies employees about bonuses or incentives earned. |
13 |
Promotion Letter |
Confirms change in role, designation, or responsibilities. |
14 |
Allowance / Reimbursement Letter |
Provides details of allowances or reimbursement claims. |
15 |
Performance Appraisal / Confirmation Letter |
Shares performance review results or confirms role after appraisal. |
16 |
Warning Letter for Misconduct |
Issued for violation of company policies or misbehavior. |
17 |
Warning Letter for Poor Performance |
Issued for unsatisfactory job performance. |
18 |
Show Cause Notice |
Seeks explanation from employee for misconduct or negligence. |
19 |
Appreciation / Recognition Letter |
Recognizes and appreciates employee achievements or contributions. |
20 |
Leave Application Template |
Standard format for employees to apply for leave. |
21 |
Leave Approval Letter |
Confirms approval of requested leave. |
22 |
Leave Rejection Letter |
Communicates rejection of leave request with reasons. |
23 |
Extension of Leave Letter |
Approves or requests extension of an ongoing leave. |
24 |
Absenteeism Warning Letter |
Issued for unauthorized absence or habitual late coming. |
25 |
Experience Certificate |
Certifies employee’s role, tenure, and conduct. |
26 |
Resignation Acceptance Letter |
Acknowledges acceptance of resignation submitted by employee. |
27 |
Relieving Letter |
Confirms end of employment and release of responsibilities. |
28 |
Full & Final Settlement Letter |
Provides details of pending dues cleared on exit. |
29 |
Termination Letter |
Formally ends employment due to performance or misconduct. |
30 |
Layoff / Retrenchment Letter |
Issued during workforce reduction or retrenchment. |
31 |
Exit Interview Form / Template |
Collects feedback from employees during exit. |
32 |
No Dues Certificate |
Confirms that the employee has cleared all company obligations. |
How ebizfiling helps you to prepare Employee agreement template and HR Policy Manuals?
- At Ebizfiling, we make it simple for businesses to get a complete employee agreement template and customized HR policy manuals through our Employee Handbook service. We offer three packages, each with its own value.
- In the Enhanced package, we prepare the first 8 pages of the handbook, which cover 5+ key templates like the offer letter, appointment letter, and employment agreement. This allows businesses to start with a solid and compliant foundation for their HR policies.
- For companies that want the entire set, our Ultimate package includes 25+ templates covering every stage of employment from hiring to exit.
- This means you receive all the important documents, such as salary breakup letters, promotion and increment letters, relieving letter formats, and full and final settlement templates, along with a comprehensive HR manual.
- Each package is designed to give you flexibility, so you can choose exactly how detailed you want your employee handbook and HR letters to be.
Conclusion
A well-prepared employee handbook template supported by the right HR letters ensures that every stage of the employee journey is clear, consistent, and compliant. Whether you start small with basic templates or opt for a complete set of 25+ documents, having these resources in place builds trust with employees and protects your business.
Frequently asked questions on Employee Handbook Template
What is an employment contract template and why is it needed?
An employment contract template is a standard document that defines job terms, responsibilities, compensation, and legal obligations between an employer and an employee. It helps ensure clarity and compliance with labor laws.
How can a job application template help HR teams?
A job application template provides a ready format for candidates to apply, ensuring consistent information like qualifications, experience, and references is collected for fair evaluation.
What is an employment verification letter used for?
An employment verification letter is issued by a company to confirm an employee’s job title, tenure, and salary details, often required for loans, visas, or new employment opportunities.
Is there a difference between a job offer letter template and a job offer letter?
Yes, a job offer letter template is a pre-drafted format that can be customized for different candidates, while a job offer letter is the actual personalized document given to a selected candidate.
What is included in a letter of employment?
A letter of employment confirms that an individual works with a company and includes details like designation, employment duration, and salary information.
Why is a work contract template important for employers?
A work contract template sets out job responsibilities, payment terms, confidentiality clauses, and legal protections, ensuring both the employer and employee are protected.
What should an employment offer letter contain?
An employment offer letter should include the job title, start date, salary details, benefits, and terms of employment to ensure transparency and proper communication with the new hire.
Can you provide employee handbook examples?
Yes, employee handbook examples usually include sections on company policies, working hours, leave rules, code of conduct, statutory benefits, and grievance redressal processes.
When is a proof of employment letter required?
A proof of employment letter is often requested by banks, government offices, or landlords to confirm that an individual is employed with a specific company.
How is an employment offer letter template different from other HR letters?
An employment offer letter template is designed specifically to standardize the structure of offer letters, ensuring all essential information is included before finalizing the appointment.
What is a job contract template?
A job contract template is a legally valid format that outlines job duties, compensation, termination clauses, and other essential employment terms.
Can I get a sample employee handbook for reference?
Yes, a sample employee handbook typically contains company rules, HR policies, benefits, and compliance-related information that can guide businesses in drafting their own.
What is a work contract agreement?
A work contract agreement is a legally binding document signed between employer and employee to ensure both parties agree to job terms and conditions.
Why should businesses use a company handbook template?
A company handbook template helps organizations quickly create a comprehensive manual covering policies, benefits, and workplace guidelines for employees.
What is an offer letter format in India?
An offer letter format in India usually includes the candidate’s name, job title, joining date, salary, and terms of employment, ensuring compliance with Indian labor practices.
How does an employment contract sample help employers?
An employment contract sample provides a ready example of how employment terms can be structured, helping companies prepare legally sound agreements.
What is a job verification letter?
A job verification letter confirms that an individual is currently or was previously employed at a company, and it may include job title and employment duration.
Can you provide a job offer letter sample?
Yes, a job offer letter sample usually outlines salary details, joining date, job designation, and reporting structure to help HR teams create their own offer letters.
What should be included in an employment verification letter sample?
An employment verification letter sample generally includes the employee’s full name, designation, dates of employment, and confirmation of current status in the organization.
Why are multiple HR templates important for businesses?
Using resources like an employment contract template, job application template, appointment letters, and a company handbook template ensures consistency, compliance, and professional communication throughout the employee lifecycle.
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