Format: Experience Certificate

Dated: xxxxxxx

Experience Certificate

                   To Whomsoever It May Concern

This is to certify that Mr/ Ms xxxxxxxx was employed with our company xxxxxxx From xxxxxx To xxxxxx as a xxxxxx

His/Her major responsibilities included xxxxxxxxxxxxxxxxxxxxxxxxx

His/Her exposure in these areas is very good. During his/her tenure with us, he/she ably handled major responsibilities and we found him/her to be hardworking and very productive

We have found him/her to be a self starter who is motivated, duty bound, and a highly committed team player with strong conceptual knowledge.

We at xxxxxxxxxx Wish him/her all success in his/her future endeavors

For xxxxxxxx




Job Exit Format

In case of HR person following checklist can be made

Section One: Job Handover Format

For this you can prepare checklist in regard to his KRAs and see if the same has been handed over well to the replacement

a) Recruitment:                                                                 Yes            No

Existing database

Passwords of Job Portals

Password of Official career ID

Contact details & agreement with consultants

b) Payroll

Previous Payroll Sheets & attendance records

c)Employee database


And so on…


Signature of Employee resigning                   Signature of Employee taking Handover      Signature of Manager


Section Two: Asset Handover format

In this you can make details of all the assets that you issue to Employees. It can be a general form for all departments


                   Signature of Person receiving assets

Yes             No             N A


b)Mobile & Charger

c) Official SIM

d)Identity Card

e) Visiting Cards

and so on….


Signature of Employee resigning                   Signature of Employee taking Handover      Signature of Manager

Format: Warning Letter Absence without Information

Date: xxx

Mr. xxx

Sub. – Explanation Required

Mr. xxx

It has been observed that you have proceeded on leave (from xxx to xxx) without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.

Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.

You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.

You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.

Kindly treat this as very urgent.

For Company



Format: Warning Letter for Poor Performance

Written Warning for Poor Work Performance


DATE: xxxx



To: ______________



Since the time of your oral warning last month, I have not seen sufficient improvement in any of the areas that were cited as needing improvement. Your work performance continues at an unsatisfactory level. Based on our discussion on ___________, the following is a summary of the problems that have been noted:


  1. __________________
  2. __________________
  3. __________________
  4. __________________

This letter is to notify you that, unless your work performance improves to an acceptable level immediately, further disciplinary action will follow. If you achieve an acceptable level of work performance, you are expected to maintain that level of performance on a continuous basis.

Consider this as your first and last warning. You are hereby given a notice up to ________ (date) to improve your performance. Your performance will be reviewed on _________ (notice date), and problems will be brought to your attention. In case problems still continues or are not rectified by that time, your One Month notice period (as per clause of your appointment letter), will be considered from the date of issuance of this letter.


For Company






Employee’s Signature Acknowledges Receipt Only ______________________


Format: Termination Letter after Probation

Termination of Services

Dated: xxx




Employee ID


Dear xxx,

We have repeatedly asked you to put more effort and passion into your work. We made the decision to give you repeated chances at performing you duties to the required standards of the company, but your recent work has not been complete or accurate and therefore is useless.

The management has found that your performance has not been up to the required standard. You were given sufficient time to attain the standards required to perform your job. However, you failed to improve your performance.

With this type of performance, Company has decided to relieve you of your duties w.e.f______________. If you feel that this decision has been made without the knowledge of all pertinent information, please feel free to speak with me immediately. Any personal information that you provide will be reviewed as deemed necessary.

Please note that the nature of your services is sensitive and important that requires high standard of performance and non-performance is prejudicial to the interests of the organization.

You are requested to submit all the company belongings provided to you and you will be receiving the salary till ______________________


Again, we regret this act is compulsory.

I would like to wish you good luck in your future endeavors.





Format: Reference Checking Format








Subject: Verification of Mr. /Ms…………………………

Dear Mr/Ms …………………..

We are sending herewith Prospective New Employee Verification Form of above mentioned person. Kindly revert us with duly sign of your good self as soon as possible.

Your exercise to furnish the require information will be highly praiseworthy.

Thanking you,

Yours Truly

For Company




Reference Checking Format

Company Name/ Address /Phone Number: ______________________________________________________________________________________________________________________________________________________________________________________________________

Date of Employment:      From: ______________              to: ______________

Last Designation:            ______________                        Last take home Salary: ______________

Reporting Head Name & Designation

Reason for Leaving

Person & title of person providing Reference info:



I do hereby declare that above said given information is best of belief in my knowledge.



Authorized Signatory



Format: Termination Letter Due to Absense



Date xxxxx

Mr xxxxx

S/O Me.xxxxx,


Contact No.

Mr. Jxxxxx
This is in continuation to our talks for past two months, for your continued absence, without any intimation, in which you were asked to report back at the earliest. We note with regret that you have neither resumed your duties nor have you explained the reason for your continued, willful and unauthorized absence.

As per the terms of your appointment letter, it is clearly indicated that absence for a continuous period without prior approval of your superior, (including overstay on leave/ training) would result in you losing your lien on the service and the same shall automatically come to an end without any notice or intimation.

You are hereby informed that you have lost your lien on your service as Designation and it is deemed that you have abandoned the employment of your own accord. The relationship between you and the Co. has ceased to exist with effect from Date.

You may collect your full & final settlement dues, if any, from the Accounts Department.


For Company





Format: Salary Increment Letter

 Company Name




Ref:  /HRD/01                                                                                                                                                                                       Date



Mr. xxxxxx


Dear xxxxxx,

We take this opportunity to congratulate you, and express our appreciation for your valuable contribution in achieving company objectives. We are confident that you will continue the good work in the same spirit of commitment and sincerity and grow with our organization.

Consequent to the review of your performance during the period from xxxxx to xxxxx, we take great pleasure in sharing with you your revised package for the current year, which will be Rs.xx/- Per Annum w.e.f xxxx.


Your next salary review will happen after completion of 1 year from now.


Terms and Conditions:

Appraisal Amount:
The revised compensation package has been customized for you taking into consideration your performance, company policies and related factors.

Matter of your compensation is confidential information of the company. Any discussion or disclosure of your compensation with anybody other than your departmental head or HR will be considered as breach of agreement by you.
Your compensation package is unique to you and not for comparison with other employees of the company.

All the other terms and conditions remain unchanged as per your appointment letter.


We look forward to your valuable contributions and wish you all the very best for a rewarding year ahead.

Please sign the duplicate copy of this letter as a token of acceptance of the same.



With Best Wishes.


Yours Sincerely,

For Company                                                                                  Accepted


Name & Designation                                                                        Signature & Date


Format: Interview Assessment Form



Name _____________________________________ Position: ______________________________


Qualifications: ____________________

Total Experience: _______

Relevant Experience: _______


Interview Details:


1st Interview


2nd Interview

Met by    

Remarks Code:                  1: Reject              2: Hold             3: Short listed             4: Selected


Current Details

Reference From  
Present/Last Company  
Current/Last Salary Drawn  
Expected Salary  
Notice Period / Joining Time  
Highest Qualification  
Reference Details  
Driving license  

Interviewer’s Comments:


Joining Formalities:

Designation   Grade  
Department   Date of Joining  
Other remarks   CTC

With break up



Interviewer Sign   HR Dept  Sign  


Format: Exit Interview Form


Name of Employee: ___________________________   Position: _________________________________

Department: _________________________________   Reports to: ______________________________

Commencement date: _________________________   Termination date: _________________________

Date of interview: ____________________________ (more…)