HR emails, ready to send

Subject: Interview for [Role] at [Company]

Hi [First name],

Thank you for applying for the [Role] role at [Company]. We’d like to meet you.

Date and time: [Date, time]
Where: [Address / video link]
With: [Interviewer names]
Duration: about [45 minutes]

Please reply to confirm, or suggest another time that suits you.

Regards,
[Your name]
[Company]

Subject: Your offer from [Company], [Role]

Hi [First name],

We’re delighted to offer you the role of [Role] at [Company]. Your offer letter is attached, with the salary break-up.

Proposed joining date: [Date]
Please sign and return the offer by [Date].

If you have any questions, reply to this email or call me on [Phone].

We look forward to working with you.

Regards,
[Your name]

Subject: Welcome to [Company], your first day

Hi [First name],

We’re looking forward to [Day, date]. Here’s what to expect:

- Arrive at [Time] at [Address]; ask for [Name] at reception
- Bring your PAN, Aadhaar, bank details, a photo, and your relieving letter (if you have one)
- Your first day: introductions, your appointment letter, and setting up your laptop and self-service login

See you soon!

[Your name]

Subject: Salary and payslip for [Month]

Hi everyone,

Salary for [Month] has been paid, and payslips are now available in [where, e.g. your self-service login].

If anything looks wrong, please write to [payroll email] by [Date] so we can correct it in the next payroll.

Thanks,
[Payroll team]

Subject: Your salary revision

Hi [First name],

Thank you for your work this year. We’re pleased to tell you that your annual CTC is revised from [Old CTC] to [New CTC], effective [Date].

Your revision letter with the new break-up is attached. The change will appear in your [Month] salary.

Congratulations, and thank you.

[Manager / HR name]

Subject: Confirmation of your employment

Hi [First name],

We’re happy to confirm your employment with [Company] from [Date], following the successful completion of your probation.

Your confirmation letter is attached. Your other terms of employment stay the same.

Congratulations!

[HR name]

Subject: Your resignation

Hi [First name],

Thank you for letting us know. We acknowledge your resignation dated [Date].

As per your terms, your notice period is [X days], so your last working day will be [Date]. [Manager name] will plan the handover with you.

Your full & final settlement, relieving letter and experience letter will follow after your last day. We’ll share details of anything you need to return.

Regards,
[HR name]

Subject: Holidays for [Year]

Hi everyone,

Here are the company holidays for [Year] [for each location, if different]:

[Date, Holiday]
[Date, Holiday]

You can also see them in [where, e.g. your self-service login]. Please plan your leave around them.

Thanks,
[HR team]