Learn how to set up compensation letter templates for use in Workleap Compensation. Compensation letters are used to communicate pay changes and promotions to employees after completing a Compensation Review.
Note: To enable compensation letters for a Compensation Review, an Executive must go to the Comp Letters tab in the review setup and toggle on Enable Compensation Letters.
Steps to configure your compensation letters
Workleap Compensation generates compensation letters using formatted templates. These templates ensure pay updates are communicated clearly and consistently to employees.
Step 1: Which templates do you need?
Start by identifying which types of compensation letter templates your organization needs.
If you already have comp letter templates, you can use them to create comp letter templates in Workleap Compensation.
Workleap Compensation assigns templates to employees automatically based on the pay changes approved during the Compensation Review.
Compensation letter template guide
Workleap Template | Base Increase | Variable Increase | Promotion | Lateral Promotion | One-Time Bonus |
No Increase | ❌ | ❌ | ❌ | ❌ | ❌ |
One-Time Bonus | ❌ | ❌ | ❌ | ❌ | ✅ |
Base Increase | ✅ | ❌ | ❌ | ❌ | ❌ |
Base Increase + Variable Increase | ✅ | ✅ | ❌ | ❌ | ❌ |
Promotion: No Increase | ❌ | ❌ | ✅ | ❌ | ❌ |
Promotion: Base Increase Only | ✅ | ❌ | ✅ | ❌ | ❌ |
Promotion: Base Increase + Variable Increase | ✅ | ✅ | ✅ | ❌ | ❌ |
Lateral Promotion: No Increase | ❌ | ❌ | ✅ | ✅ | ❌ |
Lateral Promotion: Base Increase | ✅ | ❌ | ✅ | ✅ | ❌ |
Lateral Promotion: Base Increase + Variable Increase | ✅ | ✅ | ✅ | ✅ | ❌ |
Example:
If an employee has both a base increase and a variable increase, they are automatically mapped to the Base Increase + Variable Increase template.
Note: If you need a letter template that is not listed above, contact your Customer Success Manager.
Step 2: Do your templates need conditional logic?
If your comp letters need conditional content beyond what changes from one employee to another, you need to ask your Customer Success Manager to create the conditional logic for your templates.
Common examples of conditional logic might be:
Custom headers or footers based on job location.
Different messaging based on job title or job track.
This does not include basic employee data (e.g., compensation amounts, names, etc.) that can be pulled from the comp review. You can add these yourself as variables in step 3.
Step 3: Draft your letters using supported variables
Now, you must draft a comp letter for each template in Word or Google Docs format. Insert supported variables everywhere you want Workleap Compensation to add in the employee's information.
Important: Only use supported variables, and format them exactly as they appear in the table. Any formatting errors could prevent the platform from generating your compensation letters correctly.
Step 4: Save and submit your templates
Save your compensation letter templates as either a Word (.DOCX) file or a Google Doc.
Upload your templates to the confidential file transfer link provided by your Customer Success Manager.
The Workleap Compensation team then:
Reviews your templates for compatibility.
Contacts you if any changes are needed.
Uploads the approved templates to your Workleap Compensation account.
FAQs
What formatting do you support?
Workleap Compensation supports any formatting available in Word (.DOCX) or Google Docs. Some fonts may not be supported. If you have questions about formatting, contact your Customer Success Manager.
Can we require a countersignature for promotion letters?
No. Workleap Compensation does not currently support compensation letters that require a countersignature from the employee.