HR and people templates
Policies, leave, benefits, onboarding, performance, employee relations and HR records. 79 free templates, 22 of them longer notes. Open one to fill in the blanks and copy it.
Onboarding new hires
Before and after day one.
- Welcome email before start Snippet Sent a week before. Hi [Name], We are so glad you are joining [Company] on [Start date]! On your first day: - Arrive at [time…
- First week schedule Snippet Plan for week one. Hi [Name], Your first week: Monday: [Monday] Tuesday: [Tuesday] Wednesday: [Wednesday] Thursday: [Thursday]…
- Buddy introduction Snippet Introduces a buddy. Hi [Name] and [Buddy], [Buddy] will be your onboarding buddy, [Name]. They know how everything works here…
- Paperwork reminder Snippet Missing forms. Hi [Name], Before your start date, please complete: [Forms]. You can do it here: [Link]. It takes about…
- 30-day check-in Snippet One month in. Hi [Name], You have been with us a month! How is it going? What has surprised you, and what could we do…
- Probation review invite Snippet End of probation. Hi [Name], Your probation period ends on [today]. Let us meet on [Meeting date] to review how it has gone…
- Probation passed Snippet Confirms permanent status. Hi [Name], Congratulations, you have successfully completed your probation period. We are delighted to have…
- Equipment and accounts Snippet What they will receive. Hi [Name], On day one you will receive [Equipment] and accounts for [Systems]. IT will help you set…
Leave and time off
Holidays, sickness and family leave.
- Holiday approved Snippet Approves a request. Hi [Name], Your leave from [From] to [To] is approved. Enjoy your time off! Please set an out-of-office and…
- Holiday declined Snippet Declines with a reason. Hi [Name], I am sorry, I cannot approve leave from [From] to [To] because [Reason]. Could [Alternative…
- Leave balance Snippet Tells someone what is left. Hi [Name], You have [Days] days of annual leave remaining this year. Any unused days can carry over up to 5…
- Sick leave return Snippet Welcome back after sickness. Hi [Name], Welcome back, I hope you are feeling better. Let us have a quick return-to-work chat today, just…
- Parental leave info Snippet Explains the policy. Hi [Name], Congratulations! Our parental leave policy gives you [Weeks] weeks at [Pay]. To start the…
- Bereavement leave Snippet Offers compassionate leave. Hi [Name], I am so sorry for your loss. Please take the time you need; you have [Days] days of compassionate…
- Unpaid leave request response Snippet Responds to an unpaid leave request. Hi [Name], Thank you for your request for unpaid leave from [From] to [To]. I am happy to approve it.
- Public holiday notice Snippet Reminds of a holiday. Hi all, Reminder that [Holiday] on [today] is a public holiday and the office will be closed.
- Leave policy reminder Snippet End of year nudge. Hi all, A reminder to book any remaining leave before [Deadline]. Rest matters; please use it.
Performance and development
Reviews, goals and growth.
- Review cycle launch Snippet Starts reviews. Hi all, Our [Cycle] review cycle starts today. Please complete your self-review by [Self date]; managers by…
- Self-review prompt Snippet Questions for self-review. 1. What are you most proud of this quarter? 2. What did not go as planned? 3. What have you learned? 4. What…
- Goal setting Snippet SMART goal template. Goal: [Goal] Measure: [Measure] By when: [today] Why it matters: [Why] Support needed: [Support]
- Development plan Snippet Growth plan. Area to grow: [Area] Why: [Why] Actions: - Resources: [Resources] Review date: [in 90 days]
- Promotion announcement Snippet Announces a promotion. Hi team, Please join me in congratulating [Name] on their promotion to [Role]! [Achievements]
- Pay review outcome Snippet Salary change letter. Hi [Name], Following this year's pay review, your salary will increase to [New salary] from [Effective…
- Training approved Snippet Approves a course. Hi [Name], Your request to attend [Course] is approved. The company will cover [Cost]. Please share what you…
- Performance concern Snippet Raises an issue early. Hi [Name], I would like to talk about [Concern]. Could we meet on [today]? My goal is to understand what is…
- Improvement plan Snippet Formal support plan. Improvement plan for [Name] Area: [Area] Expected standard: [Standard] Support: [Support] Check-ins: every…
Policies and announcements
Company-wide HR communications.
- New policy Snippet Introduces a policy. Hi all, We are introducing a new [Policy] policy from [today]. In short: [Summary]. The full policy is here:…
- Benefits enrolment Snippet Open enrolment. Hi all, Benefits enrolment is open until [Deadline]. This year you can choose [Options]. Make your choices…
- Payroll date change Snippet Pay date change. Hi all, Because of [Reason], this month's pay will arrive on [New date] instead of [Usual date].
- Engagement survey Snippet Asks for feedback. Hi all, Our annual engagement survey is open until [Deadline]. It is anonymous and takes [time now]. Your…
- Survey results Snippet Shares survey outcomes. Hi all, Thank you to the [Percent]% of you who took the survey. What we heard: - What we will do: -
- Hybrid work policy Snippet Office days. Hi all, From [today], we will work in the office on [Days], and remotely the rest of the week. Teams can…
- Wellbeing reminder Snippet Mental health support. Hi all, A reminder that [Programme] offers free, confidential support for anything from stress to money…
- Diversity month Snippet Awareness month note. Hi all, This month is [Month]. We will mark it with [Events]. Everyone is welcome.
- Code of conduct reminder Snippet Behaviour expectations. Hi all, A reminder of our code of conduct: treat everyone with respect. If you see or experience behaviour…
Employee relations
Sensitive conversations, handled well.
- Grievance acknowledgement Snippet Confirms a grievance was received. Hi [Name], Thank you for raising your concern. I have received your grievance dated [today]. [Investigator]…
- Investigation meeting invite Snippet Formal meeting. Hi [Name], I would like to invite you to a meeting on [today] at [time now] to discuss [Matter]. You may…
- Flexible work request response Snippet Replies to a flexible work request. Hi [Name], Thank you for your request to [Request]. We have agreed to a trial for three months. Details:…
- Resignation acknowledgement Snippet Accepts a resignation. Hi [Name], Thank you for letting me know. I accept your resignation; your last day will be [Last day]. We…
- Exit interview invite Snippet Learns from leavers. Hi [Name], Before you go, would you share your honest thoughts in a short exit interview? It helps us…
- Reference confirmation Snippet Confirms employment facts. To whom it may concern, This confirms that [Name] was employed by [Company] as [Role] from [Start] to [End].…
- Reasonable adjustment Snippet Workplace adjustment agreed. Hi [Name], Thank you for telling us what would help. We have arranged [Adjustment] from [today]. Please let…
HR records and notes
Private notes for HR work.
- Employee file summary Note One employee overview. Name: [Name] Role: [Role] Start date: [Start date] Manager: [Manager] History - Notes
- Meeting record Note Formal meeting notes. Date: [today] Present: [Present] Purpose: [Purpose] Discussion Agreed actions - [ ] Next meeting
- Headcount plan Note Plan hiring. | Team | Role | Level | Quarter | Budget | | | | | | | | | | | | |
- Onboarding checklist Note Per new starter. New starter: [Name] - [ ] Contract signed - [ ] Payroll set up - [ ] Equipment ordered - [ ] Accounts…
- Offboarding checklist Note Per leaver. Leaver: [Name] Last day: [Last day] - [ ] Resignation acknowledged - [ ] Exit interview - [ ] Final pay…
- Policy draft Note Draft a policy. Policy: [Policy] Owner: [Owner] Effective: [today] Purpose Scope Policy Responsibilities Review date [in 365…
Letters and certificates
Formal HR letters.
- Employment verification letter Snippet Proof of employment. To whom it may concern, This confirms that [Name] has been employed by [Company] as [Role] since [Start…
- Salary certificate Snippet For banks and visas. This certifies that [Name], [Role] at [Company], earns a gross monthly salary of [Salary]. This letter is…
- Experience letter Snippet After leaving. This is to certify that [Name] worked with [Company] as [Role] from [Start] to [End]. During this time,…
- Contract change letter Snippet New terms. Dear [Name], From [today], your [Term] will change from [Old] to [New]. All other terms stay the same.…
- Warning letter Snippet Formal warning. Dear [Name], Following the meeting on [today], this letter confirms a first written warning for [Issue]. The…
- Relocation letter Snippet Moving an employee. Dear [Name], We are pleased to confirm your relocation to [Location] from [today]. Relocation support:…
- Visa support letter Snippet For immigration. To whom it may concern, [Company] confirms that [Name] is employed as [Role] and is required to travel to…
- Secondment letter Snippet Temporary move. Dear [Name], This confirms your secondment to [Team] from [Start] to [End], reporting to [Manager]. Your pay…
Wellbeing and culture
Support and belonging.
- Mental health day note Snippet Encourage rest. Hi [Name], Take the day for yourself; no explanation needed. Your work is covered.
- Team social invite Snippet Fun event. Hi all, Team [Social] on [today] at [time now], [Place]! [Details]. Everyone welcome, no pressure to drink.
- Welcome to the ERG Snippet Employee group. Hi [Name], Welcome to [Group]! We meet [Cadence] to [Purpose]. Next meeting: [today].
- Recognition programme Snippet Nominate a colleague. Know someone who went above and beyond? Nominate them for [Award] by [Deadline]: [Link]
- Return from parental leave Snippet Welcome back. Hi [Name], Welcome back! We have set up a gentle first week and a keep-in-touch plan. Let me know what…
- Menopause or health support Snippet Confidential support. Hi [Name], Thank you for telling me. Here is what we can offer: [Support]. This stays confidential.
- Four-day week trial Snippet Policy trial. Hi all, From [today], we are trialling a four-day week for [Months] months. How it works: [Details].
HR admin notes
Records and plans.
- Compensation review Note Pay planning. | Name | Role | Current | Proposed | Change | | | | | | | | | | | | |
- Training plan Note Team learning. | Employee | Course | Cost | Date | Done | | | | | | | | | | | | [ ] |
- Absence tracker Note Leave and sickness. | Name | Type | From | To | Days | | | | | | | | | | | | |
- Org chart notes Note Team structure. [Department] - [Leader] - -
- Culture survey plan Note Plan a survey. Survey: [Survey] Launch: [Launch] Questions 1. Communication Follow-up plan
- Benefits summary Note What we offer. Health Time off Money Learning Perks
Company policies
Policy outlines to fill in. Have them reviewed before adopting.
- Remote work policy Note Outline for a remote policy. Purpose Who is eligible Working hours and availability Equipment and expenses Security Communication norms
- Expense policy Note Outline. What we reimburse Limits Receipts How to claim Approval
- Social media policy Note Staff social use. Speaking about the company Confidential information Personal accounts Getting help
- Code of conduct Note Behaviour standards. Our values Expected behaviour Unacceptable behaviour Reporting Consequences
- IT acceptable use policy Note Using company tech. Scope Acceptable use Prohibited use Monitoring Devices
- Leave policy Note Time off rules. Annual leave Sick leave Parental leave Other leave How to request
- Anti-harassment policy Note Safe workplace. Our commitment Definitions Reporting Investigation Support
- Data retention policy Note How long to keep data. | Data type | Keep for | Then | | | | | | | | |
- Travel policy Note Business travel. Booking Class of travel Hotels Meals Safety
- Bring your own device policy Note Personal devices. Allowed devices Security requirements Support Leaving the company