HR paperwork on
autopilot.
14 letter templates, a per-employee document vault and a policy hub with acknowledgment tracking. Ask which documents expire soon or which letters an employee has, and the AI answers from the vault.
get_document_expiry_alerts get_hr_letters- Appointment letter · signed 12 Jan 2024
- Increment letter · effective 1 Oct
- Salary certificate · generated from the increment template
Everything you need for
document management
From offer letters to company policies, manage the complete document lifecycle in one secure place.
Offer & Appointment Letters
Ready-made templates with auto-fill employee data, digital signatures, and one-click PDF generation for fast onboarding.
Employee Document Vault
Upload, verify, and organise personal documents like Aadhaar, PAN, passports, and educational certificates securely.
Company Policies
Publish company policies with version control, track employee acknowledgment, and ensure everyone stays informed.
14 HR Letter Templates
Ready-to-use templates with dynamic variables — increment, promotion, relieving, experience, salary certificate, warning, and more.
Secure document management.
Upload, verify, and track employee documents with expiry alerts and compliance tracking. Everything stored securely in one per-employee vault.
- Upload & organise — employees add ID proofs, certificates, and personal documents to their profile
- Document verification — HR marks uploads as approved or rejected
- Expiry alerts — get notified before documents like passports or visas expire
- Compliance tracking — track missing documents so every employee file is complete
Expires 14 Jan 2027 · alert setExpiring
Verified by HR · 2 AugVerified
Uploaded 2 days agoIn review
A company policy hub.
Publish company policies, track who has read them, and maintain a complete version history. Keep your workforce informed and compliant.
- Publish policies — HR policies, handbooks, and guidelines for all employees
- Track reads — see who has read and acknowledged each policy in real time
- Version history — full history of policy updates with timestamps and change logs
- Employee acknowledgment — require digital acknowledgment of critical policies
Generate letters instantly
Pick a template, auto-fill employee data, and download a polished PDF in seconds. No more manual letter drafting or formatting headaches.
Pick a Template
Choose from 14 pre-built HR letter templates for any occasion.
Auto-Fill Data
Name, designation, department, salary, and dates populate automatically via dynamic variables.
Brand & Sign
Letterhead branding plus authorised signatory details and e-signatures on every letter.
Download PDF
Generate professional, branded PDFs ready to share or print.
Letters and deadlines
you can ask for.
HR letters and document expiry alerts are part of the documents and compliance module. Policies are what the in-app assistant reads when an employee asks a question.
- In-app AI Assistant. Employees ask what a policy says and whether they still need to acknowledge it. HR asks which files are incomplete. Everyone sees their own scope.
- MCP for Claude, Cursor and Claude Code. Claude, Cursor or Claude Code read HR letters, document expiry alerts and compliance deadlines. Generating and signing a letter stays in the app.
- Role-scoped and audit-logged. API keys inherit the role of the person who made them: employees see their own records, managers their team, HR the organisation. Every tool call is recorded.
HRMS AI AssistantPolicy questions, answered from the hub.
Version history and acknowledgment tracking are what the assistant reads.
Why teams choose Graciax for
document management
- Generate letters in seconds — no more manual drafting. Pick a template, auto-fill data, and download a professional PDF instantly.
- Secure storage — employee documents are encrypted and stored securely with role-based access controls.
- Expiry alerts — never miss a document renewal. Automatic notifications before passports, visas, or IDs expire.
- Compliance ready — track missing documents, policy acknowledgments, and audit trails to stay compliant.
- 14 letter templates — increment, promotion, relieving, experience, salary certificate, warning, and more — all customisable.
- Version control — update policies and documents with full version history. Employees always see the latest version.
Works better with the rest
of Graciax HRMS
HR Documents is one of 17 modules — every one connected to the same employee record.
Recruitment & Hiring
Job postings, candidate pipeline, application tracking, and offer-to-onboarding flow.
Onboarding & Offboarding
Pre-built checklists (16+ onboarding, 17+ offboarding), exit interviews, F&F settlement, and asset return.
Statutory Compliance
EPF, ESI, TDS, PT (15 states), LWF (13 states), Bonus, POSH, Form 16 & Form 24Q, F&F with gratuity.
Streamline HR documents.
Generate letters, manage records and publish policies, then let the AI answer the questions about them. Pricing is sized to your headcount and the modules you pick. Tell us both and we will send a tailored quote.