Work letters between companies and employees

Currently, the communication between company and employee is essential for the proper operation of the organization. Work letters have become a fundamental tool for good business management. We tell you all its features in the following lines.

Work letters and business communication

Work letters are documents used to make business communication. These tools are very useful for the worker and the company because they allow to communicate clearly any situation that affects the employment relationship.

Key features of work letters

In order to make work letters in an effective way and to transmit the image of your company correctly, you must follow these guidelines:

  • Greeting: It must be formal and introduce the receiver correctly in the reading of the letter.
  • Reason for the letter: You should include it at the beginning, as there are many different letter models.
  • Correctness: You must have a good wording and a careful language.
  • Neutral language: Expressions that may be misinterpreted should not be used.
  • Concision: It has to be short and concise.
  • Logotype and seal: They will provide clarity and professionalism to the work letters.
  • Farewell: To show that the relationship is cordial and even if it is an unpleasant subject, the farewell must be correct.

Types of work letters

There are a wide variety of types of work letters. We will talk about some of the main models:

Notice of termination

Unfortunately, letters of dismissal are one of the most used work letters within the companies. We must pay special attention to the wording:

  • The letter should have a very clear wording. It should also express correctly the reason for the dismissal. As we mentioned earlier, this reason should be left clear at the outset.
  • These reasons may be the unpunctuality or non-observance of objectives, among many others.
  • You must mention the legal aspects of the dismissal, such as how to appeal it.
  • It must have a cordial and correct farewell.

If you follow these tips, you can avoid possible claims in the future and thereby avoid problems arising from the dismissal.

Letter of resignation

If you are thinking of giving up your job, you should know the contents of the letter of resignation and all its characteristics.

Main features of this letter:

  • Letter of voluntary resignation in writing: No specific form is established according to the law, but it is advisable to make it in writing in order to leave evidence and avoid future problems.
  • Notice: Usually reflected in the collective bargaining agreement. It may vary according to the contract (usually 15 days). If not respected, the company may penalize you by discounting the days of notice that have not been fulfilled. In the probationary period notice will not be necessary.
  • Unemployment benefit: After your resignation you will not be able to apply for unemployment benefit.

Main content of the voluntary resignation letter:

  • Writing of the letter: Simple and concise.
  • Date of departure: You must specify the date of departure of the company in the letter of resignation.
  • Reasons for renunciation: There is no need to justify the reason for the resignation, but it is advisable to do so.
  • Appreciation: It is important to thank your colleagues and the company for the trust placed in you, as this will lead to a more cordial farewell.

 Letter of leave

The leave is a free period that the company grants to the worker under its request. During this period the temporary suspension of the employment contract is produced. There are several reasons why we request and various types of leave:

  • Forced leave. The causes may be being selected for a public office or carrying out trade union functions. Its main characteristics are:
  1. Concession is compulsory, and the employee keeps his job.
  2. This period it’s added to the seniority of the worker in the company.
  3. Re-entry must be asked in the month following the termination of the reason for the cessation.
  • Voluntary leave: This is the leave of absence requested by the employee at any time and for any reason. Its key points are:
  1. It is indispensable a year of antiquity to apply for it and it must have been 4 years since the last voluntary leave.
  2. You have the preferential right to re-enter the company, but your job is not guaranteed.
  3.  It can last between 4 months and 5 years.
  • Parental leave: A free period is requested for taking care of children or a family member in need. Features:
  1. Maximum duration: 3 years will be granted for each child. For the care of a family member up to second grade the worker will be entitled to 2 years of leave.
  2. The period of leave of absence it’s added to the the worker’s seniority.
  3. Re-entry: It is only effective during the first year. After one year, the worker will be entitled to a position of the same professional category or equivalent. There are exceptions in large family cases.


These are some of the main types of work letters, but there is a great variety. Just look at the one that best suits your needs and your situation and start writing your own letter.

If you still have doubts about how to write a work letter or want more information, contact our specialized attorneys.