Work Letters
What are Work Letters in the System?
Work letters are a service provided by Human Resources management to issue official documents for employees upon their request, to be used with external parties such as:
- Banks: To obtain loans or banking services
- Embassies: To obtain visas or consular services
- Government Institutions: For official transactions
- Companies: For business dealings
- Schools: To register children
- Insurance: For insurance services
These letters are certified and stamped and contain basic employee data and the purpose of the letter.
Using official work letters ensures professional and reliable communication with external parties.
Importance of Work Letters in the System
Work letters are ready-made templates used by the company for official communication with employees or external parties.
Its Main Functions:
- Issue official correspondence quickly: Without writing content from scratch
- Unify letter format within the company: And organize them
- Easy letter sending: To employee or any party via email directly from the system
- Save copy of every letter: Sent for future reference
- Reduce errors: Because templates are prepared in advance
Ready-made templates save time and effort and ensure consistency in official communication.
Components of Work Letters Page
1. Templates List (Right Side)
This includes all available work letter types such as:
- Company Policy Update: Update notifications
- Meeting Invitation: Official meeting invitations
- Appreciation and Thanks Letter: Appreciation letters
- New Employee Welcome Letter: Welcoming new employees
- Leave Request Approval: Leave approval letters
- Leave Request Rejection: Leave rejection letters
- Official Warning: Official warnings
📌 Each template has two buttons:
- 🖋 Edit: To edit ready-made template content
- 🗑 Delete: To delete template if not needed
Use ready-made templates as a base and modify them as needed to ensure consistency and speed.
2. Message Editor Area
This is the most important part because it's where we write or customize the letter.
Includes:
- Recipient: Email address that will receive the letter
- Subject: Message title
- Message Text: Ready-made content that the system can fill automatically according to template
- Send Button (Top Left): To send the letter
- Copy Button: If you want to copy the letter
- Download Button: If you want to download it as PDF
- Delete Button: To clear content
Below the text appears an alert:
🔔 "Tip: Replace texts between brackets […] before sending"
This means the template content has variable fields that must be modified before sending.
Make sure to replace all fields between brackets with actual data before sending.
Steps to Use Work Letters Page
Step 1 — Select Template
From the side menu, select a ready-made template to issue a specific letter.
For example: "Leave Request Approval"
Once clicked, the system loads the letter content into the message editor on the left.
Selecting the appropriate template saves time and ensures using the correct format.
Step 2 — Fill Letter Data
After loading the template, you see:
1. Recipient Field (Email)
Enter the email address of the employee or receiving party.
Can add more than one email.
2. Subject
Written automatically based on template, and can be modified.
3. Message Text
Message appears ready, but has places that must be modified such as:
[Employee Name][Start Date][End Date][Manager Name]
Replace these fields with actual data.
Replace all fields between brackets with actual data to ensure letter accuracy.
Step 3 — Customize Letter
If the letter needs format modification, add or delete what you need before sending.
Step 4 — Send Letter
After verifying everything:
- Click Send Button
- System sends letter directly to employee via email and saves a copy of the send.
Make sure to review the letter before sending to verify all data is correct.
Step 5 — Use Additional Options
- Copy: If you want to use the text elsewhere
- Download PDF: To download a copy
- Edit Template Itself: From the side menu
Complete Real Example of Work Letter
Template: Leave Request Approval
Recipient: employee@email.com
Subject: Your Leave Request Has Been Approved
Message Text After Editing:
Manager [Name],
We would like to inform you that your leave request from 01-01-2026 to 07-01-2026 has been approved.
Please make sure to complete all required tasks before starting leave and hand over any ongoing tasks to [Israa Hussein].
We wish you a happy and enjoyable leave! 🌷
Best regards,
[Manager Name]
After writing, click Send.
This example shows how to use a ready-made template and customize it with actual data.
Example 2 — Official Meeting Invitation Template
Subject: Invitation to Attend Work Meeting
Complete Letter Text:
Mr./Ms. [Employee Name]
[Department Name] Department
We would like to invite you to attend an official work meeting to discuss [Meeting Topic], as part of the company's commitment to follow up on work progress and coordinate efforts among the team.
Meeting Details:
• Date: [Meeting Date]
• Time: [Time from – to]
• Location: [Hall/Online Meeting Link]
Your attendance is important to ensure completion of discussions and making necessary decisions.
Please confirm your attendance via this email before the meeting date.
Thank you and best regards,
[Manager Name]
[Position]
This example shows a meeting invitation template with all required details.
Features of Work Letters Page in the System
1. Issue Official Letters Quickly
Without needing to write content from scratch.
2. Ready-Made Templates
Save employee and manager from writing from scratch.
3. Reduce Errors
And maintain consistency between letters.
4. Ability to Edit, Add, and Delete Templates
With complete freedom.
5. Direct Sending via Email
Directly from within the system.
6. Download Letter as PDF
To keep a paper copy.
7. Easy Content Customization
As needed.
8. Save Send Records
For future reference.
All these features make the letter issuance process fast and effective.
Common Work Letter Types
1. Approval Letters
- Leave request approval
- Advance request approval
- Overtime request approval
2. Rejection Letters
- Leave request rejection
- Advance request rejection
- Modification request rejection
3. Notification Letters
- Company policy update
- Official warning
- Important notice
4. Invitation Letters
- Meeting invitation
- Event invitation
- Training invitation
5. Appreciation Letters
- Appreciation and thanks letter
- New employee welcome letter
- Congratulations letter
Different letter types cover all official communication needs within the company.
Using Variable Fields
Common Fields:
[Employee Name]: Full employee name[Manager Name]: Direct manager name[Department Name]: Employee's department[Start Date]: Event start date[End Date]: Event end date[Position]: Job title[Amount]: In case of financial letters[Reason]: Letter reason
Make sure to replace all fields between brackets with actual data before sending.
Template Management
Add New Template
Can add new templates according to company needs:
- Click "Add New Template"
- Enter template title
- Write template content using variable fields
- Save template
Edit Existing Template
- Select template from menu
- Click "Edit" button
- Modify content as needed
- Save changes
Delete Template
- Select template from menu
- Click "Delete" button
- Confirm deletion
Review templates regularly and update them according to company policy changes.
Integration with Other Systems
The work letters system integrates with:
1. Employees System
Automatically fetch employee data.
2. Leaves System
Link leave approval letters.
3. Notifications System
Send notifications when letter is sent.
4. Reports System
Create reports on sent letters.
Integration with other systems ensures smooth information flow.
Best Practices
1. Review Letter Before Sending
Make sure all data is correct.
2. Use Variable Fields Correctly
Replace all fields with actual data.
3. Maintain Formal Format
Use professional and appropriate language.
4. Save Copy of Important Letters
For future reference.
Applying best practices ensures issuing accurate and professional letters.
Additional Examples
Example 3: Leave Request Rejection Letter
Subject: Leave Request Rejection
Letter Text:
Mr./Ms. [Employee Name],
We regret to inform you that your leave request from [Start Date] to [End Date] has been rejected for the following reasons:
[Rejection Reason]
Please contact us if you have any inquiries.
Best regards,
[Manager Name]
[Position]
Example 4: New Employee Welcome Letter
Subject: Welcome New Employee
Letter Text:
Mr./Ms. [Employee Name],
We would like to welcome you to [Company Name] and wish you a successful and fruitful work journey.
We hope you find a motivating and comfortable work environment that helps you achieve your professional goals.
If you have any inquiries, please don't hesitate to contact us.
Welcome again!
Best regards,
[Manager Name]
[Position]
These examples show how to use ready-made templates in different situations.
Section Summary
Work letters are a service provided by Human Resources management to issue official documents for employees upon their request. The page provides ready-made templates that can be easily customized, saving time and effort and ensuring consistency in official communication. Through this system, official letters can be issued quickly, sent directly via email, and copies saved for future reference.