# HR Letter Acknowledgement
### **HR Letter Acknowledgement**
**Overview**
The **HR Letter Acknowledgement** feature in Pocket HRMS enables organizations to send official HR documents to employees and obtain their digital acknowledgment and signature. This ensures that employees confirm receipt and acceptance of important HR communications such as policies, letters, notices, or declarations.
Using this feature, HR teams can:
* Send HR letters to employees through the system
* Require employees to acknowledge documents before accessing them
* Capture employee signatures digitally
* Maintain a proper audit trail of acknowledged documents
The feature improves **compliance, transparency, and documentation tracking** while eliminating the need for manual signatures or physical paperwork.
### **How to Configure HR Letter Acknowledgement**
**Path**: [Cloud → Settings → HR Letter](https://cloud.pockethrms.com/Settings/Employee/Index?module=hr\&submodule=HRLetter)
**Step 1:** Navigate to **Cloud → Settings → HR Letter**.
**Step 2:** Click on **Add** to create a new HR Letter. Alternatively, click on the **three dots menu** on any existing HR Letter and select **Edit**.
**Step 3:** Enable **Acknowledgement Required** by selecting **Yes**.Add a **Disclaimer Text** that will be shown to the employee before they acknowledge the document.
**Step 4:** Click **Update** and save the HR Letter.
### **How to Send Documents to Employees**
**Path**: [Cloud → Employee → Documents](https://cloud.pockethrms.com/Payroll/HRLetter/ViewTemplate)
**Step 1:** Navigate to **Cloud → Employee → Documents**.
**Step 2:** Select the following details:
* **Employee Status** (All / Live / Left)
* **Employee Category**
* **HR Letter** to be sent
* **Employee(s)** who should receive the letter
Click **Send Mail** to send the document to the selected employees.
### **How Employees Can Access the Letter**
Employees can access the letter through the following methods:
#### **Option 1: Through Email Notification**
Employees will receive an **email notification** informing them that a letter has been sent and requires acknowledgment.
They can click the **“Click here to Acknowledge”** button, which will redirect them to: **ESS → Profile → Other Details → Documents**
#### **Option 2: Through ESS Notification**
Employees will also receive a **notification in the ESS portal** indicating that a document requires acknowledgment.
Clicking the notification will redirect them to: **ESS → Profile → Other Details → Documents**
#### **Option 3: Manual Navigation**
Employees can manually navigate to:📍 **ESS → Profile → Other Details → Documents**
### **How Employees Can Acknowledge and Sign the Letter**
**Step 1:** After navigating to **ESS → Profile → Other Details → Documents**, locate the received letter.
**Step 2:** Click **View & Acknowledge** against the letter.
**Step 3:** The system will display the **Disclaimer Text**.Click **Proceed** to continue.
**Step 4:** The employee can view the HR Letter. After reading it, click **Add Signature**.
**Step 5:** The system provides **three options to sign the document**:
* **Draw** – Sign using a drawing interface
* **Type** – Generate a signature by typing
* **Upload** – Upload a signature image
Once the signature is added, click **Create**.
**Step 6:** The employee can **resize and position the signature** on the letter.
Click **Finish & Sign** to complete the process.
**Step 7:** After successful acknowledgment:
* The status will change to **Acknowledged**
* The **View & Acknowledge** button will be replaced with **Download**
* Employees can download the **PDF copy of the signed letter**
### **How HR Can Check the Acknowledged Letter**
**Path:** Cloud → Employee → Employee List → Employee Profile → Profile Section → Employee Documents
**Step 1:** Navigate to:**Cloud → Employee → Employee List → Employee Profile → Profile Section → Employee Documents**
**Step 2:** The acknowledged HR Letter will appear in this section.
HR can click **Download** to download the **PDF version of the letter along with the employee's signature**.
For any queries, contact