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.
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.
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. |
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.
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.
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.
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.
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.
A letter of employment confirms that an individual works with a company and includes details like designation, employment duration, and salary information.
A work contract template sets out job responsibilities, payment terms, confidentiality clauses, and legal protections, ensuring both the employer and employee are protected.
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.
Yes, employee handbook examples usually include sections on company policies, working hours, leave rules, code of conduct, statutory benefits, and grievance redressal processes.
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.
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.
A job contract template is a legally valid format that outlines job duties, compensation, termination clauses, and other essential employment terms.
Yes, a sample employee handbook typically contains company rules, HR policies, benefits, and compliance-related information that can guide businesses in drafting their own.
A work contract agreement is a legally binding document signed between employer and employee to ensure both parties agree to job terms and conditions.
A company handbook template helps organizations quickly create a comprehensive manual covering policies, benefits, and workplace guidelines for employees.
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.
An employment contract sample provides a ready example of how employment terms can be structured, helping companies prepare legally sound agreements.
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.
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.
An employment verification letter sample generally includes the employee’s full name, designation, dates of employment, and confirmation of current status in the organization.
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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