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Employment Verification Letter - Modify

Employees can create an Employment Verification Letter at a click of a button without any HR involvement! A letter of employment can be requested on the Avant Self-Service Portal, which is automatically created and populates with the employee’s current information.

Once you’ve set up the Employment Verification Letter, updating the letter in Avanti is easy. You can tailor the Employment Verification Letter by updating the:

  • Letter Contents

  • Employee Information

  • Company Logo

  • Company Address

  • Images

  • Header

Don’t have the Employment Verification Letter set up? Go to Employment Verification Letter - Set Up for more information.

Some important things to note before starting: 

  • If you have any questions about the process, please contact your client success manager; they can help guide you through any questions. Unsure who your client success manager is? Client Care is happy to help!

  • Avanti has provided a list of information you can include in the letter to help you save time. Please use these to populate your letter automatically! 

  • You'll need access to a PDF editing program to change the logo, address, images, or header.

How to Update the Percentage, Contact Name, and Contact Phone

This section will guide you through updating the additional imbursement percentage, the HR Manager’s Name or the HR Manager’s Contact. These are the same for every employee that requests a letter of employment.

If these are already right, skip to the How To Update the Letter Content section below.

Step 1: Open Report Definitions in the Avanti Desktop Application.
By default, this can be found in Report Designer.

Step 2: Select the Employment Verification Letter, then select Modify.

Additional Information
The Report Definition will begin with Template, but may have a different number.

If you don’t have an Employment Verification Letter set up, please contact your client success manager. Unsure who your client success manager is? Client Care is happy to help!

Step 3: To update the HR Manager’s Name, select Column 6.

Step 4: Update the HR Manager’s Name in the Body.

Step 5: To update the HR Manager’s Phone Number, select Column 7.

Step 6: Update the number in the Body.

Step 7: To update the additional imbursement percentage, select Column 8.

Step 8: Update the number in the Body.

Additional Information
If you’d like the % to appear in the letter, ensure it’s included here.

To remove addition imbursement from the letter, delete this from the report body, then remove it from the letter contents. Go to the How To Update the Letter Content section below for more information.

Step 9: Select OK to save your changes.

Congratulations! You’re all done updating the Percentage, Contact Name, or Contact Phone of the Employment Verification Letter.

How To Update the Letter Content

You can update the Employment Verification Letter to meet your company’s needs. Before updating the contents, let’s take a couple of seconds to understand the additional information you can include in the Employment Verification Letter.

Understanding the Additional Information Available in the Letter

There are some personalized values you can use to populate the letter. Most of the information is from the Employee Profile.

Here is the personalized information you can include in the letter. 

Employee Profile Information

HR Information

Information

Summary Text

Information

Summary Text

Number 

{EmpNo}

HR Manager’s Name

{HRTechnician}

First Name

{First Name}

HR Manager’s Phone Number

{ContactPhone}

First and Last Name

{Employee}

Annual Earnings 

{BaseSalary}

Additional Salary

{AdditionalPercentage}

Primary  Position

{Position}

Other Information

Job Status Code  

{PermTemp}

Information

Summary Text

Employment Status Code 

{FullPart}

Current Date

{LetterDate}

Last Hire Date 

{PositionStartDate}

To include this information in the letter, ensure the company document’s summary contains the Summary Text. For more information on updating the letter, go to the Adjust the Letter section below.

Adjust the Letter

Step 1: Open Company Documents in the Avanti Desktop Application.
By default, this can be found in Canadian Payroll >> Installation & Maintenance.

Step 2: Select the Employment Verification Letter, and select Modify.

Additional Information
If you don’t have an Employment Verification Letter set up, please contact your client success manager. Unsure who your client success manager is? Client Care is happy to help!

Step 3: Update the letter contents in the Summary.

  • Adjust the text to suit your organization’s needs.

  • To include the personalized information, ensure the Summary Text, from the table above, is in the letter.

Additional Information
Be sure to include the {} from the Summary Text; otherwise, the personalized information will not populate the letter.

Step 4: Select Update to save your changes.

How To Update the Logo, Address, Images, and Header

You can think of the Letter Template PDF as the letterhead; here, you can add the letters background, company address and additional images.

To get started, you’ll use the Letter Template PDF provided by Avanti, then update it to meet your company needs. The template is attached and can be found as a link at the bottom of the article.

You’re free to tailor the header and the footer within the blue lines. To edit the PDF, you'll need access to a PDF editing program. 

Once the template is downloaded, you can:

  • Replace the Avanti logo in the header with your company logo.

  • Add your business address to the header.

  • Personalize the footer with your HR Manager’s name and digital signature.

Important Information
Do not modify the text box or text box label in the pdf. Making changes could affect the template layout, and the letter may not be created correctly.

Step 1: Open Company Documents in the Avanti Desktop Application.
By default, this can be found in Canadian Payroll >> Installation & Maintenance.

Step 2: Select the Employment Verification Letter, and select Modify.

Step 3: Select the arrow beside File.

Step 4: Navigate to the location you saved the PDF, select the File and select Open.

Additional Information
When your employee creates a letter of employment, it’ll use this file name.

Step 5: Select Update to save your changes.

Congratulations! You’re finished updating the letterhead and are all done adjusting the Employment Verification Letter.

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