jyoti panwar
u can politely ask the employee to submit the required documents again Its a trivial issue & you as an HR personnel have all the right to ask for it. Thanks Jyoti
From India, Calcutta

as a HR u sh’d be brave enough to ask many times about the details of employees.. Nothing wrong u can ask again
From India

The following points are solution of your problem:-

1. You can collect these documents once again from the employee.
2. For date of joining confirmation you please refer his PF Declaration Forms or Form 3A submitted earlier and also if he is convered under ESI then you have to refer his ESI Card, So that you will get his Date of Joining.
3. In case if you dont have any documents related to his Date of Joining you please refer his salary paid details with Accounts Department. From that period you can just assume the date and put it.
4. If it is factory you take FORM 25 & Gratuity Form "F" in fresh once again from the employee.

First of all the major thing in this issue is you need to confirm the date of joining of the employee. Once you confirm the Date of Joining you can collect fresh documents from the employee.

So, just mail him to submit the documents once again and put it all these in file.

If u have any other clarification please contact me.


From India, Bangalore

Ms. Ritika,
Employee states that he has already submitted all papers and it seems you are not in a position to deny that. Only option with you is to apologies to him, tell him papers are misplaced and ask him to provide copies once more for HR Records.
• I do not agree with fellow member’s suggestions that you can harass employees by asking same papers again and again under the guise of Audit, Records Updation etc. Employees are not fools; they very well understand your mistakes and inefficiencies. By doing such things HR Fraternity is degrading themselves in the eyes of their own employees.
• Set foolproof system of Joining. Prepare and file duly signed ‘Joining Checklist’ in Personal Files at the time of joining itself. Make sure you ask for all the documents at the time of joining itself and there will be no need to ask for anything afterwards.
Thanks & Regards

From India, Pune

ask empolyee to submitted there all update record asap...we required for updation... be a HR use skills ........to convience power... with regards priyatosh
From India, Delhi
Aashnaa GB

I completely agree with you. Just because HR did not maintain the docs. properly, that doesn’t mean that the employees have to keep on re-submitting the docs. as per HR demands.
From India, Mumbai
you can direct him to submit the documents afresh.i would advise you to check personal file of other employees as well.in case there are many files in which documents are missing then you can design a personal information form containing columns for all the information desired/ required by you and circulate one form each to allthe indivdual employees with the instructions to fill all the columns and return form with in a specified period.make sure that each employee puts his signature at the end of the form. this is very much in your rights and this way personal files would also get updated.


There are 2 possibilities 1) Previous HR or somebody else would have misplaced documents (How come HR issued appointment order and completed joining formalities without verifying documents?). 2) Employee would have agreed to produce it later but not given for verification.
But from your post, one thing is sure, you may need to revisit the HR processes immediately, especially joining formalities. If you have HRMS, verify documents and update all employee information in system on the first day of joining itself

From India, Bangalore
Raj Kumar Hansdah

Dear Sir
I fully endorse your views.
It is the incompetency and casual approach of HR which results in such situation.
Rather than tendering an apology to the concerned employee and requesting for documents afresh; the HR professionals are suggesting that HR has the right to harass employees again and again for documents.
This type of callous and in-sensitive attitude is what makes HR unpopular and makes the employees at large, hate HR.
Personal Files of employees should be maintained carefully, and all the volumes and pages in each volume be numbered sequentially and a gist of the contents (with a copy placed separately in the Chief HR's office) should be pasted on the inside cover of the files apart from having soft copies and in HRMS system.
Warm regards.

From India, Delhi
Recentely i'm facing an interview regarding warehouse and Logistics sector, the person ask me how do you control your warehouse to sitting on your chair. for Exm. he told that if store person came to you and told u some sku is missing from your warehouse. as a Logistics manager u know that the particular sku is in the proper position but how did you check it, phichally not going to warehouse.
Kindly sugest me.
Thanks & Regards.

From India, Calcutta

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