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⚠️ Superseded for new hires. Appointment letters were the formal, print-and-sign document confirming a new hire’s appointment. That confirmation is now handled by the employment-contract e-signature flow instead: the moment an offer is accepted, the new employment record automatically sends a signable contract envelope rather than creating an appointment letter. Attempting to create a new appointment letter for an already-accepted offer is now blocked with a message pointing you at the Employment tab instead. This page still covers viewing, issuing, and printing letters that already exist — historical appointment letters remain fully intact and reachable.
An appointment letter is the formal document that confirms a new hire’s appointment — the position, the start date, the remuneration, and the terms — that you print, sign, and hand to the employee. It used to sit at the very end of the recruitment funnel, after the candidate accepted their job offer; that role is now filled by the e-signature envelope described above. This page covers viewing, issuing, and printing an existing appointment letter. You’ll find this at: /hr/recruitment/letters/:id
📷 Screenshot: Appointment letter print view with the Issue Letter and Print buttons — to be added.

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Before you start

  • Which business am I in? Appointment letters are scoped to the business selected in the switcher.
  • A letter is tied to an applicant and (usually) the job offer they accepted; it draws the position, start date, salary, and terms from that offer.

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The letter lifecycle (statuses)

Issuing moves the letter from Draft to Issued, stamps the issue date (using the letter’s own issued-on date if set, otherwise today), and locks it from further editing. Issuing needs hr-recruitment:approve.

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The letter page

The page renders a clean Letter of Appointment with the reference number, the issue date, the candidate’s name, the confirmed position, the commencement (start) date, the offered remuneration, and a Key Terms block (taken from the offer’s terms, falling back to the letter’s own content). It ends with signature lines for the authorised signatory and the employee. The page chrome (breadcrumb, header, buttons) is hidden when printing, so what comes out of the printer is just the letter.
  • Print — print the letter (use your browser’s “Save as PDF” to produce a PDF).
  • Issue Letter — available on a Draft letter (needs hr-recruitment:approve); marks it Issued.
A line at the top links to the applicant and shows the issued-on date once issued.
⚠️ Current state — no UI creates new letters, and accepted offers are now blocked from getting one anyway. The appointment-letter screen at /hr/recruitment/letters/:id views, issues, and prints a letter that already exists, but there is no button anywhere in the app that creates a new one, and no letters list page to land on — this page is only reachable by direct link to a letter id. On top of that, the backend now actively refuses to create a new appointment letter tied to an offer whose status is Accepted (see the notice at the top of this page): for a new hire today, confirmation happens via the employment-contract e-signature envelope on the Employment tab, not an appointment letter. This page remains relevant only for viewing/issuing/printing letters created before that cutover.

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Permissions