Free Nigerian HR letter templates

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{CANDIDATE_NAME}}
{{CANDIDATE_ADDRESS}}

Dear {{CANDIDATE_NAME}},

OFFER OF EMPLOYMENT — {{JOB_TITLE}}

Following your interview with us, we are pleased to offer you employment with {{COMPANY_NAME}} as {{JOB_TITLE}} in the {{DEPARTMENT}} department.

The main terms of this offer are:

1. Resumption date: {{RESUMPTION_DATE}}
2. Location: {{WORK_LOCATION}}
3. Gross annual salary: NGN {{GROSS_ANNUAL_SALARY}}, paid monthly in arrears, subject to PAYE tax, pension and other statutory deductions.
4. Probation period: {{PROBATION_MONTHS}} months, after which your appointment may be confirmed in writing.
5. Reporting line: you will report to the {{LINE_MANAGER_TITLE}}.
6. Annual leave: {{LEAVE_DAYS}} working days per year, taken with your manager's approval.
7. Notice period: {{NOTICE_PERIOD}} by either party after confirmation.

This offer is subject to satisfactory references, verification of your credentials and the completion of your pre-employment documentation.

Kindly sign and return a copy of this letter on or before {{ACCEPTANCE_DEADLINE}} to confirm your acceptance.

We look forward to welcoming you.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}
{{COMPANY_NAME}}

ACCEPTANCE
I, {{CANDIDATE_NAME}}, accept the offer of employment on the terms stated above.

Signature: _______________  Date: _______________

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

CONFIRMATION OF APPOINTMENT

Following the successful completion of your probation period which ended on {{PROBATION_END_DATE}}, and the recommendation of your line manager, we are pleased to confirm your appointment as {{JOB_TITLE}} with effect from {{CONFIRMATION_DATE}}.

Your confirmed terms are:

1. Job title: {{JOB_TITLE}}
2. Gross annual salary: NGN {{GROSS_ANNUAL_SALARY}}
3. Annual leave entitlement: {{LEAVE_DAYS}} working days
4. Notice period: {{NOTICE_PERIOD}}

All other terms in your letter of offer, and the provisions of the employee handbook, continue to apply.

Congratulations, and thank you for your contribution so far.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

APPROVAL OF {{LEAVE_TYPE}} LEAVE

Your request for {{LEAVE_DAYS_REQUESTED}} working days of {{LEAVE_TYPE}} leave has been approved.

Leave period: {{LEAVE_START_DATE}} to {{LEAVE_END_DATE}}
Resumption date: {{RESUMPTION_DATE}}
Leave balance before this leave: {{BALANCE_BEFORE}} days
Leave balance after this leave: {{BALANCE_AFTER}} days

Kindly hand over all pending assignments to {{RELIEF_STAFF_NAME}} before you proceed, and ensure your contact details are available in case of an urgent matter.

We wish you a restful break.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

QUERY — {{SUBJECT_OF_QUERY}}

It has been brought to management's attention that on {{INCIDENT_DATE}}, the following occurred:

{{DESCRIPTION_OF_INCIDENT}}

This conduct falls short of the standard expected of you and of the provisions of the employee handbook.

You are required to submit a written explanation of the above to the undersigned on or before {{RESPONSE_DEADLINE}}. Your explanation will be considered before any decision is taken.

Please treat this as important.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

Acknowledged by: _______________  Date: _______________

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

PERFORMANCE APPRAISAL OUTCOME — {{APPRAISAL_PERIOD}}

Your performance for the period {{APPRAISAL_PERIOD}} has been reviewed by your line manager and moderated by management.

Overall rating: {{OVERALL_RATING}} out of 5 — {{RATING_DESCRIPTION}}

Key strengths noted:
1. {{STRENGTH_1}}
2. {{STRENGTH_2}}

Areas for improvement:
1. {{IMPROVEMENT_1}}
2. {{IMPROVEMENT_2}}

Agreed development actions for the next period:
{{DEVELOPMENT_ACTIONS}}

Your objectives for {{NEXT_PERIOD}} will be agreed with your line manager on or before {{OBJECTIVE_SETTING_DATE}}.

Thank you for your contribution.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{CURRENT_JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

PROMOTION AND SALARY REVIEW

In recognition of your performance and contribution, management is pleased to approve your promotion as follows, with effect from {{EFFECTIVE_DATE}}:

Previous position: {{CURRENT_JOB_TITLE}} ({{CURRENT_GRADE}})
New position: {{NEW_JOB_TITLE}} ({{NEW_GRADE}})
Previous gross annual salary: NGN {{OLD_GROSS_ANNUAL_SALARY}}
New gross annual salary: NGN {{NEW_GROSS_ANNUAL_SALARY}}
Reporting to: {{NEW_LINE_MANAGER_TITLE}}

Your new responsibilities are attached as a revised job description. All other terms and conditions of your employment remain unchanged.

Congratulations. We are confident you will continue to deliver at this level.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

{{EMPLOYEE_NAME}}
{{JOB_TITLE}}, {{DEPARTMENT}}

Dear {{EMPLOYEE_NAME}},

EXIT CLEARANCE — {{LAST_WORKING_DAY}}

This is to confirm that following your exit from the services of {{COMPANY_NAME}} on {{LAST_WORKING_DAY}}, you have completed the clearance process as follows:

Department            Status              Officer
Line manager         {{STATUS_MANAGER}}   {{OFFICER_MANAGER}}
IT / assets          {{STATUS_IT}}        {{OFFICER_IT}}
Finance / loans      {{STATUS_FINANCE}}   {{OFFICER_FINANCE}}
Admin / facilities   {{STATUS_ADMIN}}     {{OFFICER_ADMIN}}
Human Resources      {{STATUS_HR}}        {{OFFICER_HR}}

Items returned: {{ITEMS_RETURNED}}
Outstanding obligations: {{OUTSTANDING_ITEMS}}

Your final entitlements will be processed in line with company policy and paid to your account on or before {{SETTLEMENT_DATE}}.

We thank you for your service and wish you well.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}

{{COMPANY_NAME}}
{{COMPANY_ADDRESS}}

{{DATE}}

TO WHOM IT MAY CONCERN

CERTIFICATE OF SERVICE — {{EMPLOYEE_NAME}}

This is to certify that {{EMPLOYEE_NAME}} was in the employment of {{COMPANY_NAME}} from {{HIRE_DATE}} to {{LAST_WORKING_DAY}}.

Position(s) held: {{POSITIONS_HELD}}
Department: {{DEPARTMENT}}
Last position: {{JOB_TITLE}}
Reason for leaving: {{REASON_FOR_LEAVING}}

During the period under review, {{EMPLOYEE_NAME}} discharged the duties assigned to {{HIM_HER}} and {{CONDUCT_STATEMENT}}.

This certificate is issued at the request of the above-named and without any liability on the part of {{COMPANY_NAME}}.

Yours faithfully,

_______________________
{{HR_NAME}}
{{HR_TITLE}}
{{COMPANY_NAME}}