Offers and Letters Software for Indian Businesses: Every HR Letter From One Template
For HR teams and founders at Indian SMEs: every HR letter from an approved template, filled from the record, checked before it goes, and kept on the person's file.
HR letters written from an old document carry old mistakes. Offers letters software in Apragya generates each letter from an approved template, fills it from the candidate or employee record, routes it for approval and signature, and keeps the signed copy on the person's file.
In many small companies the offer letter is last year's Word file with a new name typed in. The notice period is from an old policy, an allowance was retired two years ago, and the salary break-up adds up only if nobody checks.
The salary break-up, the joining date and the notice period become obligations the moment a letter is signed. Here is what copied letters cost, an illustrative hiring month, and how Apragya issues them from one template.
What copied letters cost
Old terms in new contracts
A notice period or allowance from a past policy returns.
Salary mismatches
The letter says one figure and payroll pays another.
Hours per hire
Each letter drafted, checked and formatted by hand.
Signed copies missing
The copy that matters is in someone's email.
An example: twelve offers in a month at a Noida software firm
Take an illustrative software services firm in Noida hiring twelve graduates and three experienced developers in one month. The HR executive used to copy a folder of old letters. This time each offer comes from the approved template.
One offer, filled from the record
Offer letter, graduate engineer
The only version HR has approved.
Break-up filled from the salary structure.
Taken from the candidate record.
From the current policy, not last year's file.
Salary figures checked before sending.
The signed copy returned to the record.
All fifteen offers went out in two days with the same wording and the current notice period. One salary figure was corrected at the approval step before the candidate saw it. Accepted offers started onboarding, and later the appointment and confirmation letters came from the same set of templates.
Why HR letter templates belong in the HR system
An offer letter generator in India that only fills a document still leaves the figures to someone's typing. When the template sits beside the candidate and employee record, the letter says exactly what the record says, approvals happen on the same screen, and the signed copy lands where it will be looked for.
Copied Word files, against Apragya
| Feature | Copied Word files | Apragya |
|---|---|---|
| Template | Last year's file | One approved version per letter |
| Figures | Typed by hand | Filled from the record |
| Checks | If someone has time | Approval before sending |
| Signature | Printed and scanned | E-signature where used |
| Signed copy | In an inbox | On the employee record |
| Template changes | Anyone can edit | Restricted by role |
Checked against public information on 16 September 2026.
How Apragya issues an HR letter
Step 1 of 5
Choose the template
Offer, appointment, confirmation, increment, transfer or relieving.
- Choose the template: Offer, appointment, confirmation, increment, transfer or relieving.
- Fill from the record: Name, role, salary and dates, never retyped.
- Approve: Salary figures are checked by the right person before sending.
- Send and sign: With e-signature where the candidate or employee uses it.
- File it: The signed copy is attached to the person's documents.
What sets Apragya's letters apart
Controlled templates
A small group, set by role, can change them.
Filled, not typed
Letters read the same record payroll reads.
Approval on pay
Salary figures are checked before a candidate sees them.
Pay fields restricted
Managers raise requests without seeing figures.
Kept after exit
Letters stay on the record under your retention policy.
One wording everywhere
Offer, appointment and relieving letters use the same current terms.
Signed letters are stored in employee documents, an accepted offer starts onboarding, and increment letters come from lifecycle changes.
Setting up your letter templates
- Collect the letters you issue most and pick the best current version of each.
- Update each to your current policy, especially the notice period.
- Load them as templates and restrict who can edit them.
- Set who approves letters that carry salary figures.
- Issue the next offer from the template and file the signed copy.
One approved template per letter type is the whole idea. The rest follows from the record.
What it costs to start
Offers and letters, answered
Can letters be signed electronically?
Who can change a letter template?
Can salary details be hidden from managers?
Are letters kept after an employee leaves?
What does it cost to start?
Send the next offer from one template
Load your offer letter as a template and issue the next one straight from the record.