Increment, Promotion & Confirmation Letter Generator

About the Increment, Promotion & Confirmation Letter Generator

For employers and HR teams writing the letters that change someone’s job after they have joined: a salary increment (the current and the new salary, the change and an optional break-up), a promotion (the new designation, reporting line and responsibilities, with or without a pay change), a confirmation after probation, a probation extension and a transfer to another location or department. Fill in one letter, or choose a sheet for the whole appraisal cycle and get one PDF per employee in a ZIP with a summary register.

The change in pay is worked out from the two salaries you enter — never assumed — and printed in figures and in words in the letter’s currency (lakh and crore for rupees, thousands and millions elsewhere). The wording stays neutral: it states the change and the date it takes effect, and says nothing about performance unless you write it yourself. Without a pass the free preview shows every page as an image marked “MySmartCoPilot preview · not for use”, with part of the wording hidden; a Premium pass downloads the PDF or an editable Word file. It is a generic template, not legal advice.

Common uses

• The yearly appraisal cycle: one increment letter per employee from the payroll sheet, with a register for the HR file.
• A promotion with a new title, a new manager and a pay rise in one letter.
• Confirming employees whose probation has ended, or extending it with what will be reviewed.
• Transfers between offices or departments, with the reporting date and relocation support.

How the change in pay is worked out

• Change = new salary − current salary, in the letter’s currency.
• Percentage = change ÷ current salary × 100, to two decimals (half up): from 9,00,000 to 10,08,000 is 12.00%; from 45,750 to 49,410.50 is 8.00%.
• Both salaries must be for the same period — choose Annual or Monthly. A change of 100% or more is flagged, because it usually means one figure is monthly and the other annual.
• A new salary lower than the current one is written as “a reduction of …” and flagged, so you can check that it is intended and lawful where the employee works.
• With a break-up, the components must add up to the two salaries, or the letter is held back with the difference shown.
• The new salary is also written in words, in the currency’s usual style: “Rupees Ten Lakh Eight Thousand Only”, “Sixty-Four Thousand Eight Hundred Pounds Only”.

Written statements of changes in the UK

Under the Employment Rights Act 1996, section 4, when a matter in the written statement of employment particulars changes — pay, job title, place of work — the employer gives the worker a written statement of the change at the earliest opportunity and, in any event, not later than one month after the change. With United Kingdom chosen, the letter says that it is that statement, and the checks warn when the letter is dated more than a month after the change takes effect.

Letters for a whole team

Set up the letter in the form — the type, company, wording and signatory — then choose a CSV or Excel sheet with one row per employee. The columns depend on the type of letter: for an increment Name, Current salary, New salary and Effective date; for a promotion Name, New designation and Effective date (and both salaries if pay changes); for a confirmation Name, Designation and Confirmation date; for an extension Name, Probation end date and Extended until; for a transfer Name, Transfer to and Effective date. Employee ID, Title, Department and Address are used when present, and Sample file shows the layout for the chosen type.

Every row is checked like a single letter. A row with an empty or unreadable amount or date is listed with its line number and the reason and left out — never guessed — and a promotion row with only one of the two salaries is refused rather than half-filled. A letter that is made with something to check — a reduction in pay, no change, a change of 100% or more, a UK statement dated more than a month after the change — is listed under the sheet too. With a Premium pass the ZIP holds one PDF per employee and summary-register.csv (line, ID, name, designation, letter, effective date, both salaries, change, file name and what to check before issuing); the free preview makes the first letters (up to 3) as marked page images and counts the rest.

Keep the wording factual

The letter states what changes and when. A sentence about the reason — “This revision follows the annual salary review” — is yours to write in Reason or context; the template never adds praise or criticism. Have the letter signed by someone authorised to sign for the company, and keep a signed copy on the employee’s file.

Limitations

• A generic template, not legal advice. Check the employee’s contract, your policies, any collective agreement and the law where they work before you issue it.
• Letters made from a sheet state the two salaries and the change; the salary break-up is for a single letter.
• Changes you make in the Word file stay in that file — the tool cannot read a Word file back in.
• The PDF draws Latin-script text with ₹, € and £. For names in other scripts, download the Word file or use Print / Save as PDF.
• The first download needs a connection to fetch the PDF or Word engine.

Privacy

On this device: nothing is sent

Everything happens in your browser. Salaries, names, your logo and signature are not uploaded or stored by MySmartCoPilot; the draft is kept in this browser’s local storage until you press Clear saved data on this device, and a sheet you choose is read on this device only.