LetterAgent
Mail physical letters by just asking your AI assistant.
Mail HR letters the normal way (write, address, print, post), with one extra rule for anything that could be disputed (terminations, warnings, pay changes): send it by tracked mail and keep a copy of exactly what you sent. The letter is evidence of what was communicated; the tracking receipt proves when it arrived.
You don't need to mail every HR document: day-to-day HR runs fine on email and HR software. Paper earns its keep for the letters that are ceremonial or that might be disputed later: offer letters, termination letters, formal warnings, reference letters, and employment verification letters. For these, a physical letter signals seriousness, creates a clean original for the file, and arrives in a form nobody can claim got caught in a spam filter.
Keep it to one page and say exactly one thing. Use company letterhead with the date, the recipient's full name and address, and a clear subject line ("Offer of employment: Senior Designer" or "Notice of termination, effective June 30"). State what is changing, when it takes effect, and what happens next. End with a signature block: your name, title, and a way to reach you. For offer letters specifically, include the job title, start date, salary, and any conditions (background check, references) plus a deadline to accept: an offer without a deadline can linger for weeks.
This is the one category where the mailing method matters as much as the wording. Send it tracked (US Certified Mail or Canada Registered Mail) to the employee's home address on file, and keep the tracking receipt stapled to your copy of the letter. State the effective date plainly ("your employment ends March 14") rather than burying it in the third paragraph. If you also handed the letter over in person, the mailed copy is your backup: if the in-person copy is ever disputed, the tracked mailing proves what was sent and when it arrived. And mail it the same day as the meeting: a termination letter dated weeks before it was actually sent raises questions you don't want to answer.
This is general information, not legal advice.
Send reference letters to the requesting employer, not to the employee: that's who asked, and it keeps the chain clean. Keep a log of every reference you give: who asked, when, and for whom. It takes thirty seconds and it's the first thing you'll reach for if a reference is ever questioned. Employment verification letters (for mortgages, rentals, immigration) belong on letterhead with the job title, dates of employment, and salary if the employee has consented, and date the letter the day you send it, not the day you drafted it, because some lenders and visa offices want it fresh.
Keep a copy of everything, and make it a copy of the final version: the signed document you actually sent, not the draft from two revisions ago. File it with the tracking receipt. Six months later, "what did we actually tell them?" is a question you want to answer in ten seconds, not by digging through email threads.
| Letter type | Send it regular or tracked? | Key detail |
|---|---|---|
| Offer letter | Regular is fine | Title, start date, salary, conditions, and a deadline to accept. |
| Termination letter | Tracked (US certified / Canada registered) | State the effective date plainly; mail the same day as the meeting. |
| Written warning | Tracked | Note the policy violated and the improvement expected. |
| Reference letter | Regular | Send to the requesting employer; log every reference you give. |
| Employment verification | Regular | Letterhead, title, dates, salary if consented; date it the day you send it. |
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it's printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
Need help? Ask your assistant: it can check a job's status any time. If it ever can't handle something: hello@getletteragent.com