Types of employment letters and when to use the right one

Want to know when you should use a transfer letter at your place of work? If you're someone who's searching for a job, you'll certainly need to learn about different forms of letters regarding employment, including experience letters, transfer letters, etc. In this article, you can learn how to use or embrace different types of letters when searching for a job.

The hunt for a job often includes various types of written correspondence in addition to the standard resumes and cover letters. There are primarily 10 types of letters that are used as part of the job search process. It will have the ones which are sent by an employer to an applicant as well as an applicant to an employer.

Cover Letter

A cover letter is a letter written by an applicant to the organization/employer who is offering the job. It will be a single page letter with an introduction about yourself, the description of your desired job, the skill set you possess to fulfill the job description or the experience you have in the field if you are not a fresher. You should attach your resume/curriculum vitae with it. A well-written cover letter will encourage the employer to check your resume.

Offer Letter

An offer letter is a letter from the employer to the employees, which includes the term and conditions of his employment. If the employee is okay with the terms, he/she should accept the offer by sending a letter of acceptance to the employer. The offer letter will have information about the basic job nature, salary, bonus/incentive, company policies, etc.

Appointment Letter

An appointment letter is the next step of employment after accepting the offer letter. This will be the official letter of employment from the employer after receiving the acceptance letter from the applicant. It will serve as the contract between the employer and the employee and it is the legal document that certifies the employee has appointed in that particular organization to fulfill a specific job.

Confirmation Letter

Most of the cases, a newly joined employee will be in a probationary period. The period will vary with different organizational policies. Some organizations will have a probationary period of 6 months whereas another will have 1 year. At those time periods, the employee will be a temporary requirement for the organization and they will closely monitor the performance of the employee. After the completion of that particular period without any conflict or violation of rules and regulations, the employee will get a confirmation letter from the employer which states his/her job is permanent.

Relieving Letter

A relieving letter is a formal communication from the employer to the employee when he/she resigns the job. It states that the employer accepts their resignation. It will be needed if the employee is trying to get a job in a different organization.

Experience Letter

An experience letter is a formal document by the current or past employer which acts as proof that the employee is/has worked with them for a particular time period and possesses a particular skill set. It is an essential element when you switch jobs. The new company will insist you to have this at the time of joining. A well-written experience letter will be a boon for your career journey.

Letter of Interest

A letter of interest will be sent by the employee to the recruiter when you are looking for a more specialized opening in the future or there is a specific position that is fit for your skillset or qualifications. It will help the recruiters in their hiring needs. While sending this, you will have a better chance of recruitment.

Suspension Letter

A suspension letter is to notify an employee to take a forced break from the current job due to disciplinary action. It prohibits the employee to perform any work in the organization for a specified time period. The suspension letter mentions the temporal removal of the employee from the current position as well.

Dismissal Letter

The letter of dismissal is given by the employer to the employee to fire him/her from the company. The notice formally communicates that after a particular period the person will not be in the company's rolls and he/she will have to exit from the job. Usually, the letter may include the reason for dismissal too.

Transfer Letter

A transfer letter will be given by the employer to indicate a person to move from one location to another within the organization. Or it can be requested by the employee if he/she wants to change the work location. A transfer letter can not only mean the location change but also mean the position change within the organization as well.

The above-mentioned are the types of letters you will come across in the area of your employment. Refer to the attachment section for samples.



No responses found. Be the first to comment...

  • Do not include your name, "with regards" etc in the comment. Write detailed comment, relevant to the topic.
  • No HTML formatting and links to other web sites are allowed.
  • This is a strictly moderated site. Absolutely no spam allowed.
  • Name: