Letters & Appraisals
Generate formal HR letters and run structured performance review cycles for your organisation.
Part 1: Letters
The Letters module (/a/letters) lets you generate formal HR letters from pre-built templates. Each letter auto-populates with the employee's data — name, designation, department, CTC, and relevant dates — so you never have to type boilerplate from scratch.
Available Letter Types
| Letter Type | When It's Used |
|---|---|
| Offer Letter | Sent before joining. Outlines the role, CTC, and terms of employment. |
| Appointment Letter | Issued post-joining as formal confirmation with detailed terms & conditions. |
| Confirmation Letter | Issued after the probation period is completed successfully. |
| Increment Letter | Communicates a salary revision with the old and new CTC breakdown. |
| Experience / Relieving Letter | Issued at exit. Confirms employment tenure and last designation held. |
Letters Table
The main Letters screen displays every letter your organisation has generated. You can search, filter, and act on letters directly from this view.
| Column | What It Shows |
|---|---|
| Employee Name | The employee the letter belongs to. |
| Letter Type | Offer, Appointment, Confirmation, Increment, or Experience/Relieving. |
| Generated Date | The date the letter was created. |
| Status | Draft or Issued |
| Actions | View, Download (PDF), or Edit the letter. |
Use the Generate Letter button at the top of the table to create a new letter.
How to Generate a Letter
Go to Letters from the sidebar.
Click Generate Letter at the top of the page.
Select the Employee from the dropdown.
Choose the Letter Type — Offer, Appointment, Confirmation, Increment, or Experience.
The system auto-fills the employee's details: name, designation, department, CTC, and joining date. Verify that the information is correct.
Review and edit the letter content if needed. You can adjust wording while keeping the auto-populated fields intact.
Click Save as Draft to continue editing later, or Issue Letter to finalise it.
Download the letter as a PDF from the Actions column in the Letters table.
Part 2: Appraisals
The Appraisals module (/a/appraisals) lets you run structured performance review cycles. The process follows a multi-stage flow: HR creates a cycle, employees complete their self-review, managers add their review, and HR calibrates the final ratings.
Three Tabs
Cycles
Create and manage appraisal cycles (e.g., "FY 2025-26 Annual Review"). Each cycle defines the review period, participants, and rating scale.
Reviews
Track individual review records within a cycle. See self-ratings, manager ratings, HR ratings, and final scores for every participant.
Goals
Employees set performance goals at the start of a cycle. Goals are linked to the review and discussed during the appraisal.
Cycles Tab
The Cycles tab is your starting point. It lists all appraisal cycles your organisation has created.
| Column | What It Shows |
|---|---|
| Cycle Name | A descriptive name (e.g., "Annual Review FY 2025-26"). |
| Period | The start and end dates of the review period. |
| Status | Draft, Active, or Completed |
| Participants | Number of employees included in this cycle. |
| Actions | View details, edit, or activate the cycle. |
Click the Create Cycle button at the top to start a new appraisal cycle.
Reviews Tab
The Reviews tab shows individual review records within the selected cycle. Each review goes through a three-stage process:
1. Self-Review
The employee rates themselves and adds comments on their goals, achievements, and areas for growth.
2. Manager Review
The reporting manager reviews the self-assessment, adds their own rating, and provides feedback.
3. HR Calibration
HR reviews both ratings and sets the final, calibrated rating to ensure consistency across the organisation.
| Column | What It Shows |
|---|---|
| Employee | The employee being reviewed. |
| Self-Rating | The rating the employee gave themselves. |
| Manager Rating | The rating assigned by the reporting manager. |
| HR Rating | The calibrated rating set by HR. |
| Final Rating | The official rating after all stages are complete. |
| Status | Current stage — Self-Review, Manager Review, HR Calibration, or Completed. |
Rating Scale
| Rating | Label |
|---|---|
| 1 | Needs Improvement |
| 2 | Below Expectations |
| 3 | Meets Expectations |
| 4 | Exceeds Expectations |
| 5 | Outstanding |
Goals Tab
Employees set their performance goals at the start of each appraisal cycle. These goals are referenced during the review and help structure the conversation around achievements and growth areas.
| Column | What It Shows |
|---|---|
| Employee | The employee who set the goal. |
| Goal Title | A short description of the goal. |
| Target | The measurable target or outcome expected. |
| Progress (%) | How far the employee has progressed toward the goal. |
| Status | Not Started, In Progress, or Achieved. |
How to Create an Appraisal Cycle
Go to Appraisals from the sidebar.
Click Create Cycle at the top of the Cycles tab.
Enter the Cycle Name — for example, "Annual Review FY 2025-26".
Set the Review Period by choosing the start and end dates.
Select Participants — choose which employees are included in this cycle.
Define the Rating Scale. The default is 1–5, but you can customise it if your organisation uses a different scale.
Click Create. The cycle is saved and moves to "Active" status.
Once active, employees can begin their self-reviews. You will see progress in the Reviews tab as each stage is completed.