The Salary Increment Letter feature in JustLogin lets HR administrators generate and email personalised salary increment notification letters to employees in bulk. It pulls salary change data directly from the system, merges it into a customisable letter template, and sends the letters by email — all in one streamlined workflow.
What Is It Used For?
- Formal communication: Gives employees an official written record of their new salary, the increment amount, and the effective date.
- Consistency: Ensures every employee receives the same professional, branded communication.
- Efficiency: Replaces manual letter drafting — you can send up to 50 letters per batch.
- Audit trail: The system records who sent which letters, when, and whether delivery succeeded or failed.
Before You Begin
- Record salary changes first. Salary changes must be recorded in the Salary Progression section of Payroll before using this feature. The feature retrieves its employee list from this section, so if no salary changes have been recorded, no eligible employees will be available for selection. See How to Process a Salary Increment for guidance.
- Request access. This feature must be enabled before use. To request access, email support@justlogin.com.
Where to Find the Feature
- Navigate to Payroll Administration in your Payroll module.
- Go to the Salary Progression tab. You will see two subtabs:
- Salary Progression — Where you update and record employee salary changes.
- Salary Progression New — Where you generate and send Salary Increment Letters.
-
Select the Salary Progression New subtab to begin.
How to Generate and Send Salary Increment Letters
The workflow consists of three steps: Prepare, Choose Template, and Preview and Send.
Step 1: Prepare
The Prepare page is where you set up your batch of Salary Increment Letters. It contains four sections to help you review and manage the batch:
- Eligible Staff — Employees eligible to receive a letter based on recorded salary changes.
- Selected Staff — Employees you have selected for the current batch.
- Warnings — Items that may require your attention before proceeding.
-
Already Sent — A reference list of employees who have already received a letter.
-
Set up filters. Configure the Effectivity Date From and Effectivity Date To fields to define the date range for the salary increments you want to include. Use the additional available filters to further narrow down the eligible employee list if needed.
-
Select employees. From the Eligible Staff list, select the employees who will receive a Salary Increment Letter.
- Once you have reviewed your selections, click the Next: Choose Template button to proceed.
Step 2: Choose Template
On the Choose Template page, you select or create the letter template to be used for the batch.
-
Create a new template if needed. If no template exists yet, click Add New Template.
Enter a template name (e.g., Salary Increment Letter) and customise the email subject line. A default subject line is provided, but you can edit it to suit your requirements.
-
Customise the letter. The template editor contains three sections:
-
Placeholders — A list of available inserts (e.g., employee name, new salary, effective date) that the system will automatically populate. You can also include the Designation Change placeholder if applicable.
-
Letter Body — Edit the letter content, add additional information, and insert placeholders to personalise each letter automatically.
-
Live Preview — Shows exactly how the email and letter will appear to the recipient. Review the subject line, content, placeholders, and formatting carefully here.
-
Placeholders — A list of available inserts (e.g., employee name, new salary, effective date) that the system will automatically populate. You can also include the Designation Change placeholder if applicable.
- When satisfied, click Save Template.
- Back on the Choose Template page, review the selected template one final time, then click Next: Preview and Send.
Step 3: Preview and Send
The Preview and Send page allows you to perform a final review before letters are officially sent.
- Review the list of recipients included in the batch.
- Click any employee's name to preview the exact letter they will receive and confirm that all information and content are correct.
- Once you are satisfied, click the Send Letters button (displayed as Send [Number] Letters based on your selection) to send the letters to all selected employees.
-
You will see a Batch Completion page on the screen.
And you can click on the View Batch to see the details of the letter sent.
Important Note — A maximum of 50 employees can be included per batch. If you need to send letters to more than 50 employees, complete the first batch and then create an additional batch for the remaining employees. |
How Employees Can See This
Employees will receive an email containing their Salary Increment Letter. The email subject will be based on the letter template configured by the administrator.
The email will be sent from no-reply@justlogin.com.
The email and letter content that employees receive will reflect the template created by the administrator, including the subject line, letter body, and any information added using the available placeholders.
The email will look like this, based on the template you created.