Missing employee records - employee says he had submited.

hrritika · #1 04-11-2009, 01:00 PM

hi all,

i mailed one of my employee that we are not having any of his records(personal file)in HR department.But he replied me back that he already submitted the documents......But we are not having any of his records ....

wat should i reply?

shivraj_08 · #2 04-11-2009, 01:24 PM

Hi

Ritika you can ask him to sumit it once again as you are going to update your records.

You are in HR so you have right to ask it for no of times because you did not provide any
acknowledgment to him.

So be brave and ask him for once agin to submit the same............

balaji.venkatesan · #3 04-11-2009, 01:37 PM

yes you can ask him once again and give acknowledgement for that document. Nothing wrong to ask again.

Neer300182 · #4 04-11-2009, 01:45 PM

Quote:

Originally Posted by hrritika

hi all,

i mailed one of my employee that we are not having any of his records(personal file)in HR department.But he replied me back that he already submitted the documents......But we are not having any of his records ....

wat should i reply?

Dear Ritika,

Good Afternoon

!!!

You can do one thing that intimate him that his/her details are mandatory and without these you are not able to process his/her Leave , payroll & claims.
You tell him/her that you haven't recd his/her details so provide it to you again. If not provided then you are not in posiion to update his/her Attaendence in system or whatever process you have.

hrritika · #5 04-11-2009, 01:45 PM

okie .........let me try this......
.thanks !

rameshbashyam · #6 04-11-2009, 01:47 PM

hi ritika,

you are within your rights. just let the person know that you are in the process of updating the details. yes you can ask for a fresh copy of the same.

mark a mail to him with a copy to his boss/ your boss and in the subject matter - details required within the next 2 days. this should help. tell him that even if he has submitted in the past, you just require it for updating and storing

Neer300182 · #7 04-11-2009, 02:05 PM

Quote:

Originally Posted by hrritika

okie .........let me try this......
.thanks !

Dear Ritika,

I am sure it will work.

regds

vinodh.d · #8 04-11-2009, 05:14 PM

Hi Ritika,

Same situation arises in our concern also,

We suite mail - Regard to audit purpose and verification we request all the below mentioned document on urgent basis

Mark a copy to his direct reporting boss..

- Just make friendly attitude and collect the necessary doc.

nantu_1234e · #9 05-11-2009, 08:54 AM

Meet with that employee personally and just politely tell him/her to give the documents in that way so that the employee agree to submit the documents.

I think this is a small issue and no need for any mail. As an HR personnel, we have the capability to understand the employee's nature and according to this we should behave with him/her.

richa_ferns · #10 05-11-2009, 08:58 AM

probably the records have been misplaced or lost by the HR.

Use another approach. Request the employee to resubmit the documents and cite the reason for the request.

Thanks

Richa