--- title: How to Create a Letter Template description: Learn how to create a letter template to standardize employee letters and simplify the process of generating documents. --- [Skip to content](https://support.seamlesshr.com/how-to-create-a-letter-template#main-content) English Show submenu for translations [More support](https://support.seamlesshr.com/kb-tickets/new?hsLang=en) ![Logo-1.png\]](https://support.seamlesshr.com/hs-fs/hubfs/Logo-1.png?height=25&name=Logo-1.png) Open main navigation Close main navigation - English Show submenu for translations - [More support](https://support.seamlesshr.com/kb-tickets/new) - Go to seamlesshr.com Go to seamlesshr.com Welcome. How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge base](https://support.seamlesshr.com/?hsLang=en) 2. [Company settings](https://support.seamlesshr.com/company-settings?hsLang=en) 3. [Admin](https://support.seamlesshr.com/company-settings?hsLang=en#admin) # How to Create a Letter Template ## This guide explains how an admin can create a letter template. Helping organizations standardize employee documentation and streamline the generation of letters using predefined formats and relevant employee information. #### **Step 1: Switch to Admin View and select Settings.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-49-1898-AM.jpeg?width=422&height=249&name=undefined-Oct-29-2026-12-48-49-1898-AM.jpeg)   #### **Step 2: Navigate to Letter Management and select Letter Templates.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-50-6605-AM.jpeg?width=477&height=312&name=undefined-Oct-29-2026-12-48-50-6605-AM.jpeg)   #### **Step 3: Click Create Template.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-49-6349-AM.jpeg?width=525&height=301&name=undefined-Oct-29-2026-12-48-49-6349-AM.jpeg)   #### **Step 4: Enter the required template details:** - Template Name - The name of the letter template. - Template Description - A brief description of the template. - Approval Workflow - Select the approval workflow for the letter. - Trigger - The system event that causes a letter to be sent automatically, e.g. “Promotion” or “Redeployment.” - Acknowledgement Deadline - The number of days employees have to acknowledge the letter after it is sent (maximum of 99 days). - Copy In - Add employees, admin roles, or reporting lines that should be copied when the letter is sent. - Letterhead - Toggle this option on to include a letterhead in the template. Please note that a letterhead must first be created under Letter Management \> Letterheads before this option can be enabled. - Signature Block - Upload the signature file to be included in the letter. - Documents and Dependencies - Attach any related documents that should accompany the letter (e.g., a Non-Disclosure Agreement). ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-49-8252-AM.jpeg?width=531&height=346&name=undefined-Oct-29-2026-12-48-49-8252-AM.jpeg) ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-50-0468-AM.jpeg?width=499&height=311&name=undefined-Oct-29-2026-12-48-50-0468-AM.jpeg) **Step 5: Click Next.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-50-8741-AM.jpeg?width=546&height=327&name=undefined-Oct-29-2026-12-48-50-8741-AM.jpeg)   #### **Step 6: Enter the Template Content.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-51-3578-AM.jpeg?width=512&height=299&name=undefined-Oct-29-2026-12-48-51-3578-AM.jpeg)   Note: You can use Insert Placeholder to add dynamic fields (e.g., *\[First Name\]* or *\[Employee ID\]*) that that auto-fills with the employee's real data when the letter is sent #### **Step 7: Click Preview to review the template content, verify that all information is accurate, and identify any errors before submission.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-50-4497-AM.jpeg?width=592&height=333&name=undefined-Oct-29-2026-12-48-50-4497-AM.jpeg)![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-51-1406-AM.jpeg?width=560&height=351&name=undefined-Oct-29-2026-12-48-51-1406-AM.jpeg) ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-51-1406-AM.jpeg?width=560&height=351&name=undefined-Oct-29-2026-12-48-51-1406-AM.jpeg)   #### **Step 8: Click Submit.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-50-2468-AM.jpeg?width=560&height=317&name=undefined-Oct-29-2026-12-48-50-2468-AM.jpeg)   **Step 9: If the template requires approval, a confirmation prompt will appear. Click Confirm Submit to proceed.** ![](https://support.seamlesshr.com/hs-fs/hubfs/undefined-Oct-29-2026-12-48-49-4317-AM.jpeg?width=583&height=374&name=undefined-Oct-29-2026-12-48-49-4317-AM.jpeg)   #### **Once the template is approved, it will become active and available for use.**   - [Human Resource Management System](https://support.seamlesshr.com/human-resource-management-system?hsLang=en) - [Exit Management](https://support.seamlesshr.com/exit-management?hsLang=en#main-content) - [Employee Self Service (ESS)](https://support.seamlesshr.com/exit-management?hsLang=en#employee-self-service-ess) - [Admin](https://support.seamlesshr.com/exit-management?hsLang=en#admin) - [FAQs](https://support.seamlesshr.com/exit-management?hsLang=en#faqs) - [Recruitment Management System](https://support.seamlesshr.com/recruitment-management-system?hsLang=en#main-content) - [Admin](https://support.seamlesshr.com/recruitment-management-system?hsLang=en#admin) - [Employee Self Service (ESS)](https://support.seamlesshr.com/recruitment-management-system?hsLang=en#employee-self-service-ess) - 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