Employee Letters with QR Code

Employee Letters with QR Code

This post pertains to a new feature we have introduced in HRWorks, our online payroll software. If you are not a user of HRWorks, this post may not be relevant to you.

We have introduced a new feature on HRWorks using which you can create and publish letters to your employees. By letters, we refer to any document you may be issuing to your employees on your company’s letterhead. Examples include appointment letter, promotion/pay hike letter, service certificate and employee address proof certificate.

The key features are as follows:

Document templates

You can create your company’s letterhead on HRWorks by uploading the letterhead design to HRWorks. Also, you can create as many document templates as required.

  • Each template could contain a mix of static (for example, an introductory text common for all employees) and dynamic content (for example, employee specific attribute values such as heads of pay amounts, employee name, designation, location etc.).


  • Create and use a stylesheet which conforms to your organization’s communication standards.
  • Use fonts (including web fonts such as those from Google fonts), images, and other elements of your choice.


  • Specify a document ID for automatic generation of a unique identifier for each document generated on HRWorks.
  • Use a variety of options to manipulate document characteristics related to margins, header/footer, page numbers, continuation sheet features etc.


Creation of documents – en masse or individually

  • You can create letters/documents for one employee or many employees at a time by way of a document generation process. Letters/documents are generated in the PDF format.
  • You can preview letter contents prior to publishing.
  • Create business rules to specify who can authorize letter publishing.

Document folders

  • Create and specify document folders for each employee. The letters/documents can be published to specific folders.
  • Employees can download their letters/documents from the folders at any point in time.
  • You can also use the document folders to store copies of certificates, passport, etc. – documents which are not generated on HRWorks.

Document publishing

  • Review and approve document publishing by click of a button.
  • Employees receive email alerts from which they can download the letter/document.
  • A copy of the document is stored in specific employee folders.

Document authentication using QR code

You may be aware that many leading organizations in India use QR code to authenticate their documents. The idea is to prevent frauds by way of forged documents. The QR code verifies the authenticity of the document not only to outsiders but also to your own organization in case you wish to check the authenticity of the document at a later point in time.

1. What is QR code?

QR code (stands for Quick Response code) is a machine-readable image which can store information. By information, we mean data such as alphanumeric text, web address, images or any other file format. For example, the QR code below contains the web address www.hinote.in. By scanning the QR code below, you can directly open the link www.hinote.in instead of having to enter the web address in the address bar of the browser.

QR code was invented in 1994 by Denso Wave, a Japanese company.

2. How to read QR code?

You can read a QR code from your mobile phone using a QR code scanner. There are many QR code scanner apps available for both Android and iOS (iPhone), free of cost, such as the ones below.

a. Android – ZXing scanner

b. iOS (iPhone) – Quick Scan

In addition to the above, there are other scanner apps too. Please visit the Google Play store or the iTunes site to evaluate the scanners available.

Download the scanner app, open the app on your mobile and scan the QR code.

3. Why do we use QR code in documents?

Organizations issue a variety of documents such as offer/appointment letter, experience certificate, and address proof to employees.  These documents are perused by stakeholders including employees and third-party organizations such as banks/financial institutions. There are many instances reported of frauds where an organization’s letterhead and the signature image of authorised signatory are pasted into documents that are not issued by the company. Such frauds include forged experience certificates submitted to prospective employers and forged salary hike letters submitted to banks/financial institutions as part of loan application processing. Needless to say, inauthentic documents impact the reputation and standing of organizations and impose costs (both time and money) which can be expensive. QR code can be placed in documents for third-party users to verify the authenticity of such documents. The process of authentication prevents frauds.

4. How does the document verification process work?

Anyone who wishes to verify the authenticity of a document can scan the QR code displayed in the document. The scanner displays a web address of web page which contains a copy of the document. The person can then check if the document displayed on the web page is same as the document (containing the QR code) in his possession.

Please scan the QR code (using the QR code scanner app in your mobile phone) in the sample document attached below in order to verify the authenticity of the document.


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