Generating award letters

Produce each employee’s once a cycle is closed, then get it to them by email or by download. You need the System Admin or Total Rewards Admin to generate letters, and a cycle — see Finalizing a cycle, and what locks. A manager can send their own direct reports’ letters.

Letters are only produced from a finalized cycle, because a letter states a pay change and must come from numbers that can no longer move. The cycle’s Letters tab opens once the cycle is finalized, and is greyed out until then.

What a letter says

Every employee with a recommendation in the cycle gets a letter, laid out on one built-in template and delivered as a PDF. It carries:

Your workspace’s name, in a band in your brand colour, and the cycle’s name.
The employee’s name and job title, or Title not on record when the record has none.
The , or Effective date to be confirmed when the cycle has no pay effective date.
The Current annual base salary and the New annual base salary.
The Merit increase and the Promotion increase, each as an amount and a percentage, when that part was awarded.
The Increase to base salary, as an amount and a percentage, when base pay moved. It is the merit and the promotion together.
The Bonus award, as an amount and its percentage of the new base salary, when a bonus was granted. A bonus is paid on top of base pay and is not part of the increase to base salary.
A sentence stating the promotion, with any new title or grade, when the award includes one.
The employee’s manager, named as the person to raise questions with.

An employee whose pay did not change still gets a letter, and it says their base pay is not changing this cycle; a bonus, if one was granted, still appears on it. Every figure comes from the finalized cycle; the name and title come from the employee’s record when the letter is generated.

Preview a letter

Open the cycle and choose the Letters tab.
Select Preview a letter.

One employee’s letter opens in a new tab. Previewing creates nothing: the cycle still has no letters afterwards.

Generate the letters

On the Letters tab, select Generate letters.
Wait while the tab updates itself. Each row moves from Queued to Generated, or to Failed with the reason.

The tiles count the Letters and how many are Generated, Queued and Failed. Each manager who has a sign-in and whose team has a generated letter gets a notification in Mitratech Comp, such as 2026 Merit letters are ready, which opens their team’s letters.

Once letters exist, the button reads Generate missing letters. It only queues letters that are not already generated, so it fills the gaps and retries the failures without re-rendering the rest.

Replace one employee’s letter

After you correct an employee’s record, select Regenerate on their row and confirm with Regenerate. It replaces that employee’s letter only; the previous PDF is overwritten and cannot be recovered. Every other letter stays as it was.

Download letters

One letter. Select Download on a generated row to save that employee’s PDF.
Every letter. Select Download all. A message says how many letters the archive will not include because they are still queued or failed, and a ZIP of every generated letter downloads once it is ready.

Send a letter

On a generated row, select Send.
Check the work email that Send this letter? shows, then select Send.

A message confirms Letter sent. and the row reads Sent. The employee receives an email from your company’s name with the letter attached — see Emails Mitratech Comp sends. Select Send again at any time to send it once more.

Managers send from their own team’s Award letters page, the one the notification opens. It lists their direct reports only, with the same Download and Send actions.

Delivery state

Each row shows how far the letter has got, apart from whether it generated:

Delivery	What it means
Not sent	The letter has not been emailed yet.
Sent	The letter was emailed to the employee’s work email.
Undeliverable	The employee has no work email on file, so nothing was sent. Add one to their record and send again.
Withheld	The employee’s employment has ended, so the letter cannot be sent. It still downloads.

A letter is withheld when the employee is already marked as terminated when it is generated, or when they are found to be terminated at the moment someone tries to send it. The tiles count each .

Turn email delivery off

The Email delivery switch on a finalized cycle’s Letters tab controls whether letters can be emailed at all. It is on by default. Switch it off and Send disappears everywhere, so letters reach employees only by download; switch it back on to restore it.

Generating letters, sending one and changing the email delivery setting are all recorded on the — see Reviewing the audit trail.