Generating Letters
Create personalized letters for individual employees by combining a reusable template with live employee data. PMSuite replaces all template variables with the selected employee's profile information and renders a ready-to-review letter with a rich-text editor and live preview.
Who can use it: Admin, HR Manager (requires letter-generation permission in Roles and Permissions).
Prerequisites
- At least one letter template must exist.
- The target employee must have a profile in the employee directory. Missing profile data results in blank fields in the generated letter.
- Review the template variables reference so you know which employee fields each variable pulls.
How to Access
Navigation: Sidebar → Letter → Generate
Direct URL: /account/letter/generate
Click the Add New button in the top-right corner to open the letter generation form.
Step-by-Step Generation
Step 1 — Select Employee
Choose the Employee from the dropdown. The employee you select determines which data fills the template variables — name, designation, salary, joining date, and all other employee variables.
Step 2 — Select Template
Choose the Letter Type (template) from the dropdown. The list shows all templates available in your workspace, including any custom templates you have created.
Step 3 — Set the Date
Choose the Date for the letter. This date fills the {date} variable in the template and serves as the letter's official date. It defaults to today but can be set to a past or future date.
Step 4 — Preview and Edit
PMSuite generates a live preview of the letter in a rich-text editor. The preview shows the complete letter content with all variables replaced by the employee's actual data.
What to check in the preview:
| Check | What to look for |
|---|---|
| Employee data | Name, designation, department, and dates are correct |
| Salary figures | Amounts match the employee's current compensation record |
| Dates | Joining date, letter date, and any other dates are accurate |
| Blank fields | Empty spaces where a variable should have data (indicates missing profile information) |
| Company details | Company name, address, and contact information are correct |
Because the preview uses a rich-text editor, you can make one-time adjustments directly in the preview before saving:
- Fix wording or add context specific to this letter.
- Remove paragraphs that do not apply.
- Manually fill in data that is missing from the employee's profile.
Edits apply only to this letter instance. The original template remains unchanged.
Step 5 — Configure Margins
Adjust the margin settings (configurable in pixels) to control the document layout before finalizing. This is especially useful when the letter will be printed on company letterhead.
Step 6 — Save
Click Save to finalize. PMSuite creates a letter record linked to both the employee and the template. The letter is then available for PDF download and printing.
After Generation
Viewing Generated Letters
All generated letters appear in the Generate list. Columns include Employee, Letter Type, and Created. Use the action buttons to view, download, or manage individual letters.
Regenerating a Letter
If employee data changes after a letter was generated (for example, a salary update), generate a new letter using the same employee and template. The new letter reflects the updated data. The original letter remains in the system for record-keeping. There is no in-place "update" function — each generation creates a new, independent record.
Effect on Other Features
- Letter PDF — every generated letter can be downloaded as a PDF or printed directly from the interface. See Letter PDF Download.
- Letter Templates — generation consumes templates but never modifies them. Template changes apply only to letters generated after the change.
- Employee Profile — letter content is only as current as the employee's profile data at the moment of generation.
Limitations
| Limitation | Workaround |
|---|---|
| No bulk generation for multiple employees at once | Generate letters individually per employee |
| No in-place update of an existing letter | Generate a new letter with the same template; the original is preserved |
| Blank fields when employee profile data is missing | Fill in the employee's profile before generating, or manually edit blanks in the preview |
Troubleshooting
Variables show as placeholders instead of data
Cause: Variable names in the template may be misspelled, or the rich-text editor inserted hidden formatting characters inside the braces.
Fix: Edit the template and retype the variable manually. Verify spelling against the variables reference.
Letter shows outdated employee information
Cause: The employee's profile has not been updated in PMSuite.
Fix: Update the employee's profile, then generate a new letter. The new letter reflects the current data.
Preview shows blank fields
Cause: The corresponding fields in the employee's profile are empty.
Fix: Open the employee's profile, complete the missing fields (designation, salary, joining date, etc.), and generate a new letter.