How to generate an employment letter for an employee on Keka?

Keka's portal provides a helpful feature that allows for the automatic generation of employment letters for employees. These letters can include a wide range of types, such as Appointment, Increment, Promotion, and more, and can be added to the employee's profile in the document section. By using pre-existing templates, creating these letters is both simple and efficient.

As an admin on Keka, you can generate these letters by going to Org (1) and then opening the Documents (2) section.

Under Letter Templates (3), you will find templates for various employment letters. So, find the one required and click on Generate (4).

The Generate Letter window will open up where in the Select section you have to select the employee(s) for whom this letter will be generated.

To add employees, click on Select Employees and a window will open up with a list of employees from whom this letter can be generated. Then just select the employee(s) and click on Save.

Alternatively, you can click on Use Excel to add employees in bulk. Once you click on it, a new window will open up from where you have to download the Excel Template. 

Open this sheet in your system and update the required details and save it. Then come back to the portal and use the Upload Excel File button to import the data. To learn more about importing data using Excel on Keka, click here.

Once the employees are added, click on Continue to proceed to the Prepare section. Based on the template you have selected, in this section, you have to update the data for Placeholders for every employee.

Placeholders in a template letter are pre-written sections of text that can be customized with specific information, such as names, dates, and addresses. They act as temporary fillers that will be replaced with the relevant information using the details provided in the Prepare section.

You can enable the 'Same value for all in this column' option to use the same data for all employees.

Once the placeholder details are updated, click on Continue to proceed to the Finalize section.

In this section, you can preview the letter that will be generated for each employee. If you are satisfied with the letter, you can click Generate in .pdf format or Generate in .docx format to download the letter in the selected format. 

You can choose to save this letter in the Employee Documents so that it can be accessed by the employee on the portal. Also, you can choose to email this document to the employee.

Once everything is done, click on Generate. 

Now based on the configurations done in the Finalize step, the letter will be sent to the employee's respective email address or added to the letters section in the documents folder of their profile.

If this article helped you in generating an employment letter on Keka, let us know by leaving a like below!