Kuzhu documents turn your Word-era letters into templates with merge fields, conditional clauses and your letterhead — then issue them against real employee data, render them to PDF with page numbers and a registered signatory, and keep the issued copy forever, exactly as sent.
Why it exists
HR runs on documents — offer letters, appointment letters, increment letters, warning letters, relieving letters, policies, contracts — and HR document management software decides whether producing them is a template merge or an afternoon in Word. Kuzhu keeps versioned templates with merge fields for any employee data; generating a letter is choosing the person and the template, and the output lands on their record with a serial number from your numbering scheme.
Storage is per employee and per document type, with expiry where documents expire: contracts, visas, licences, certifications. The expiry report is the difference between renewing a contract and discovering it lapsed. Employees upload their own documents through self-service — PAN, Aadhaar, degree certificates — into the checklist you define, so onboarding paperwork completes itself instead of chasing itself.
Sign-off is built in rather than bolted on: letters route for approval before issue, signatories are configured with their designations and signature images, and the issued register records every document that left the company’s name — who generated it, who approved it, who received it, when. When background verification calls to ask if an experience letter is genuine, the register answers.
The outcome
“Letters that always look right, from data that is already right.”
Feature by feature
Start
01
A real template editor — fonts, tables, letterheads, page breaks, images
02
Merge fields for employee, salary and organisation data, validated before you can save
03
Shared letterheads and a signatory registry, so a address change is one edit
Outcome
How it works
Most teams have this live inside the first month — the workspace exists on day one, and week three is a parallel run against whatever you use today.
Rich-text templates with merge fields for any profile, salary or date field, on your letterhead, with versioning so old issues keep their old wording.
Per employment type: which documents a joiner must submit, which the company issues, and which expire and need watching.
Pick employee and template; the merge fills real data. Bulk generation covers increment season without a mail-merge project.
Approval before issue where you require it, with the configured signatory’s block applied on the final.
The letter lands in the register and on the profile; expiring documents surface in reports before they lapse.
Worth a closer look
Buyer questions
2 answers
The answer
The letters that matter most contain money: offers, increments, settlements. Because the template engine reads the same record payroll reads, an increment letter carries the new structure exactly as payroll will pay it — component by component if you wish. There is no retyping step, which is where classic letter mistakes are made and found by the employee.
The answer
Issued documents draw serial numbers from configurable sequences — per document type, per entity, resetting yearly if that is your convention. Combined with the issue register, this makes the company’s paper trail enumerable: every numbered letter is accounted for, which is precisely what a due-diligence or statutory audit wants to see.
Questions
Something else on your mind? +91 82093 73274 — a person answers, mon–sat, 10am–7pm ist.
Terms used here
Offer letter
An offer letter is the formal proposal of employment stating role, CTC, joining date and key terms, which becomes binding when the candidate accepts.
Appointment letter
An appointment letter is the employment contract issued on or before joining, confirming the terms of the offer and the policies the employee is bound by.
Relieving letter
A relieving letter confirms that an employee has been released from their duties on a stated date after completing exit formalities, and is required by most next employers.
Yes — templates are yours, edited in a rich-text editor with your letterhead and formatting, with merge fields dropped where the data goes.
Any profile field, job details, salary structure components, dates and computed values like CTC. The letter reads the same record payroll uses.
Any stored document can carry an expiry date. Reports and alerts surface what lapses in the next 30, 60 or 90 days.
Yes, against the checklist you define for their employment type, through self-service — with HR verification before a document counts as submitted.
Yes — the issue register: serial number, template version, generator, approver, recipient and date, searchable when verification agencies call.
Works best beside
Other people modules that share the same employee record, so information moves with the person instead of between spreadsheets.
No polished slides. No imaginary employee data. Walk us through how your HR actually works today and see where Kuzhu can take the work off your team.
30 minutes · Your numbers · Your questions
What happens in the demo
Attendance, payroll, approvals — whatever is creating the most work.
You see exactly how the workflows connect instead of hearing a feature list.
If Kuzhu is not the right answer, we will tell you.
Ready when you are.
Kuzhu HRMS
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