Letters on your letterhead, signed online
Create offer, appointment, increment, experience and relieving letters from your own templates, issue them on your letterhead, and have employees sign electronically, with a record of who signed and when.
From template to signed copy
Letters are filled from the employee's record, so names, roles and dates do not have to be typed again.
Letter templates
Ready templates for offer, appointment, increment, experience and relieving letters, and you can add letter types of your own.
Your letterhead
Build a letterhead from your logo and address, use your own scanned stationery, or keep a simple logo-and-footer layout.
Issue and send
Issue a letter to an employee's documents and send it by email or WhatsApp. HR can recall or replace a letter that has not been signed.
Sign in the portal
The employee opens the letter, types their name, ticks the statement, and draws a signature or uploads a signed copy.
Sign by link
No login needed. The employee confirms a one-time code sent to their mobile, opens the document, and signs by typing their name.
Signing certificate
Each link signature produces a PDF certificate showing who signed, when, the mobile number, the IP address and a fingerprint of the exact file.
One letter, start to finish
Set up once
Choose your letterhead and adjust the templates to your wording.
Issue the letter
Pick the employee and the letter, and mark it as needing a signature.
Employee signs
They sign in the portal, or on a one-time code link if they have no login.
Keep the proof
The signed copy stays on the employee's record, ready to view at any time.
A record you can rely on
- A signed document is locked, with the name, time and IP address saved beside it.
- On a link, signing is refused until the employee has opened the document.
- If HR replaces the file after it was opened, the employee has to open the new one first.
- A link only opens the documents HR put on it, for that employee and company.
Policies too
- Send one policy file to many people in one go.
- Each person gets it as their own document and acknowledges it on their own link.
- See who has signed and who has not in Employee Documents.
Letters & e-Sign questions, answered
What kind of e-signature is this?
An electronic signature: a typed name with a confirmation, plus a drawn signature in the portal, or a one-time code to the employee's mobile on a link. It is not Aadhaar eSign. If a document must by law be signed in a particular way, use that method for it.
Can employees without a login sign?
Yes. Send a Letter Signature link. They confirm a one-time code on their mobile, open the document and sign.
Can we issue letters to many employees at once?
Letters are issued one employee at a time, because each one is personal. A policy can go to many people in one go.
Can we use our printed letterhead?
Yes. Upload your scanned stationery and letters are placed on it, or let AiroHR build a letterhead from your logo and address.
Do employees get a copy?
Yes. Employees with portal access see their letters under My Documents and sign them there.
This page describes AiroHR as of October 2026. Steps done by employees in the portal need the employee portal or app on their plan.
Stop chasing signatures on paper
Book a demo and we will issue and sign a letter with you.
Book a demo