Free HR document templates
Ten employment lifecycle documents you can copy or download as Word documents, from the offer letter through termination and separation. And when the same document goes to every employee, send it as one personalized batch.
Offer letter
A formal offer with a terms summary table and a signature block ready for the candidate to accept.
Copy, download, or bulk-send
Employment contract
Nine numbered clauses covering compensation, hours, leave, confidentiality, and termination.
Copy, download, or bulk-send
Confidentiality agreement
Protects company information and assigns work inventions, with a state invention-assignment carve-out clause.
Copy, download, or bulk-send
Performance improvement plan
Documented concerns, success criteria, support, and a review date, with a receipt-only acknowledgment.
Copy, download, or bulk-send
Warning letter
A formal written warning with an incident summary and a receipt-only acknowledgment signature.
Copy, download, or bulk-send
Termination letter
A termination summary table plus each state’s final paycheck deadline.
Copy, download, or bulk-send
Separation agreement
Severance and release terms on the federal consideration and revocation timeline, with state add-ons noted.
Copy, download, or bulk-send
Disciplinary action form
A structured incident record with an acknowledgment signature, not an admission of agreement.
Copy, download, or bulk-send
Employee information form
Employment details and emergency contacts in one form, with a signature confirming accuracy.
Copy, download, or bulk-send
Onboarding checklist
Before day one, first day, and first month tasks, with a named buddy for every new hire.
Copy, download, or bulk-send
Facts and state tables last reviewed August 2026. Spotted something that changed? Tell us at support@mailmergic.com.
Send one document to every employee at once
Offer letters, warnings, and onboarding checklists rarely go to just one person. MailMergic turns one template and one spreadsheet into a personalized document for each employee.
Upload the document template
Use the Word download from any template page as-is, or edit it first. The merge fields are already in place.
Upload your employee spreadsheet
One row per employee: name, ID, role, dates, whatever the document needs. Excel, CSV, and Google Sheets all work.
Generate and deliver
One personalized document per employee. Download them all as PDFs, or email each employee directly with delivery and open tracking.
Why HR teams use MailMergic
Personalized at any headcount
Whether it is 5 new hires or 500, every document carries the right name, role, dates, and terms, pulled straight from your spreadsheet.
Consistent, HR-reviewed wording
Every manager works from the same reviewed template instead of writing their own version each time.
Reuse it for the next hire, or the next hundred
Your templates stay in your account. The next onboarding wave or layoff is the same three clicks with a new spreadsheet.
HR templates FAQ
Are these HR templates really free?
Are the state tables legal advice?
Do the Word downloads work with MailMergic?
Can I send the documents by email?
What about HR documents you do not have yet?
These templates and state tables are general information, not legal advice. Employment law varies by state and country and changes often; the tables on these pages cover US states only, while employment documents like these can create binding obligations in any jurisdiction. Confirm the current requirements for your jurisdiction or consult an employment attorney before sending.