Anil.arora
Administration Head
Psdhingra
Legal Analyst, Hrm
Sumitk.saxena
Service/manager-hr
Abedeen7
Assistant Manager Human Resources
CRK.MBAHR@yahoo.com
Branch Manager - Operations
Aussiejohn
Trainer
Vkokamthankar
Asst. General Manager - Hr
Yagniah
Legal, Personnel Admn. And Hr
+10 Others

Dear All,
We have an employee in our company who has misplaced his Appointment letter. He has requested the HR dept to issue a new letter for him. Should I give the original letter (on main letter head) or the office copy will do? This is the rare case and I have never come across such thing in the past.
Regards,
Arti Shah
21st February 2011 From India, Bombay
Such a irresponsible thing!!
Well Arti its not big deal dear..you can give him/her a office copy that you have kept duly signed by employee while giving the joining of your this employee but you need to ask the employee for the same lose and how did this happen as this is not a good thing and also shows there is something wrong...Is this new employee or what??..try to find out whether he/she is happy with current situation/working or not. It seems to me that the employee is looking for a change and has have to show this to the other employer or so on...
At last, in issuing a copy of Appointment letter to the employee is no big deal..
21st February 2011 From India, Gurgaon
Thanks Anil and Babu... Well he is new employee just joined us in January. His reporting manager has mailed me and requested for a new copy of the letter. Regards Arti Shah
21st February 2011 From India, Bombay
Dear Arti,
Sometimes it happens.. Nothing to think more on this. And moreover you also got an email from his reporting manager for the same... so you can do that.. You just forward that email with your feedback to your head, take his / her approval, record it and can reissue the appointment letter.
Thanks & Regards
CRK
21st February 2011 From India, Vijayawada
On the basis of a written request from the employee, you may give him the copy of the original letter. Vasant Nair
22nd February 2011 From India, Mumbai
Give him another original letter and in the footer just mentioned reissued on <<todays date>> come on friends use some sense, humans are bound to make some mistake, and when educational institutions including the state boards issue duplicate certificates for 12th , degree etc, what problem you should have. Certainly State Board certificates are more valuable than your appt letter.
So issue immediately. ASAP, and report back what happened.
22nd February 2011 From India, Madras
Can someone tell me what the significance of the Appointment Letter is in India? I am mystified why this is such a big deal.
In this case surely you can just photocopy the office copy and give it to him. The HR Manager can note on it that it is a copy to replace a lost copy and sign accordingly if there is some sort of legal significance.
22nd February 2011 From Australia, Melbourne
Dear Arti, As you had received the mail, issue him the appointment letter and write in that "Duplicate Copy" and mark the same in your database for future reference. Regard’s Shaikh
22nd February 2011 From India, Bhubaneswar
How can you part away with your Office Copy ? Dont' you need to keep it in your records ? Photocopy or Fresh Print is perfectly okey.
22nd February 2011 From India, Pune
Dear Arti, after taking written statement give him duplicate copy and write in front IInd copy with original signature . No Problem
22nd February 2011 From India, Haldwani
Dear arti shah, It is common. You can issue another appointment order copying from the copy order kept in his personal file with an endorsement DUPLICATE. regards
22nd February 2011 From India, Hyderabad
Dear Arti
You say this is your new employee, he reported in January this year and has lost an appointment letter. He must be careless. He ought to, as everybody else should, photocopy that valuable paper. I really do not know if he still needs it to remind him of his tasks or responsibilities, if this is so, unless otherwise he bizarrely needs to use it for job hunting or something like that, give him a copy of the original and that's it no big deal. In this age i still doubt that he needs a lost appointment letter if he has already reported, give him a confirmation letter
Regards
Ken
22nd February 2011 From Kenya, Nairobi
Nothing wrong in providing another copy of the appointment letter to the employee, as you are not handing over copy of recruitment letter to any person other than the concerned employee. However, if you feel any hesitation, you can mention the words "Duplicate Copy" at the top of the appointment letter.
PS Dhingra
Chief Executive Officer
Dhingra Group of Management & Vigilance Consultants
New Delhi
[dcgroup1962@gmail.com]


22nd February 2011 From India, Delhi
Dear Arti,
I find nothing wrong in issuing the individual with the fresh copy of the appointment letter. I hope that the same in original is preserved with your office records. Firstly, to me it does seems to be a innocuous thing, might be the reporting manager or some other senior have asked for taking some reference. On the worst if he wants to use it as a tool for switch over, then also besides taking preventive measures our hands are tight. So please go ahead and give the documents with an endorsement as " DUPLICATE COPY". thanks. DS
22nd February 2011 From India, Kanpur
Sub: Lost Appointment order.



Err is human. The employee lost the Appointment order. What a HR person have to do?



Get a request letter from the employee briefing the loss of apointment order. Put it in his personal file and inform your higher ups and issue the same appointment order without changing any data or details or terms and conditions etc. and mention the same date originally mentioned in the order and issue to him and get it signed in the duplicate of the order.



Implications:- You will get a good relationship with the employee and it will spread the news that the HR dept is considerative not autocratic.

Legally nothing adverse will happen to the organisation.

Rather good atmosphere in the organisation will get start.



We need not expose his weakness by mentioning duplicate etc.

If it is mentioned he can not use it for his future purpose.



AS far as possible as a HR person we have to help the employees in maximum possible ways without damaging organisation's interest or without deviating from the rules of the organisation.



NO rule in the organisation is IRON CORRIDOR. It can be bend for the purpose of the employee's benefit with the concern of the higher ups and the same rule can be amended in writing to suit the convenience of the situation and make it public. Becuase the trend is dynamic and we also have to suit and fit to the changing scenario.





V. Selvaraj

Sr. Executive (HR)
23rd February 2011 From India, Bangalore
John have you ever been to India? you sound pretty derogatory? Although I am mystified that you would ask what is its significance? In India???
23rd February 2011 From India, Bangalore
hi arti., As you had received the mail, issue him the appointment letter and write in that "Duplicate Copy" and mark the same in your database for future reference. Regard’s BN
23rd February 2011 From India, Udaipur
[QUOTE=arti shah;1458238]Dear All,
We have an employee in our company who has misplaced his Appointment letter. He has requested the HR dept to issue a new letter for him. Should I give the original letter (on main letter head) or the office copy will do? This is the rare case and I have never come across such thing in the past.
Regards,
Arti Shah
Hi,
You can issue him the fresh appointment letter stating duplicate on the top of the letter head with an covering letter stating that its a duplicate copy provided to you on your request as the original copy is lost.
23rd February 2011 From India, Mumbai
Dear Arti,
Greetings for the day,
This is not a big issue , issue the same at earliest duly signed by your authorized signatory, and mark the same as duplicate.
Thanks & regards,
Sumit Kumar Saxena,
9899669071, 0120-4131277

23rd February 2011 From India, Ghaziabad
you can issue him another original letter but it must carry the same date and the same person must sign it so that there will be no different or watsoever.
23rd February 2011 From Nigeria, Tara
Now esi set up the online procedure
our company recently come tothe esi zone so we took the esi code recently, unfortunetly one of our employee fallen in working place he have back pain we provide medical treatment to him and refer to esi,and also i submitted the accident report to the branch office then the esi branch manager visited our company done his procedure and asked me to all employees declaration form so, as per his advice i sent to the declartion form to esi office then esi manager wants esi remitted challen but how can i make challen in online without registering employees data
then i talk with esi manager and explain the sutitution, without registering employees data in online esi challen cannot generate but he is not agree with me.
So i do now please help me
PLEASE SENT TO ME YOUR REPLY BELOW MY EMAIL ADDRESS

23rd February 2011 From India, Bangalore
Now esi set up the online procedure
our company recently come tothe esi zone so we took the esi code recently, unfortunetly one of our employee fallen in working place he have back pain we provide medical treatment to him and refer to esi,and also i submitted the accident report to the branch office then the esi branch manager visited our company done his procedure and asked me to all employees declaration form so, as per his advice i sent to the declartion form to esi office then esi manager wants esi remitted challen but how can i make challen in online without registering employees data
then i talk with esi manager and explain the sutitution, without registering employees data in online esi challen cannot generate but he is not agree with me.
So i do now please help me
23rd February 2011 From India, Bangalore
Hi All,
I have carefully read all the replies and guess that the appointament letter is significant to the person who is either a fresher or say very less working experience, else he did't care much because his / her work knowledge makes him / her stand to the position when appointed in new assignment.
Only thoughtful hard and honest working counts every where and it is only the path of sucess and ladder to the higher positions.
23rd February 2011 From India, New Delhi
Kavitha,
I have no intention of sounding derogatory. I am just curious as to why this is such a big deal. It's only a letter. So I am asking what is the significance of this letter. I am not sure it is a common practice in Australia but I have recieved letters on joining an organisation setting out duties, pay scale, leave etc. Just goes in a file and gets forgotten. So I am curious about why it is important in India.
As to visiting India, yes, but I have only been on a very short visit to Mumbai.
To allay any fears you have Kavitha, I have no dislike of India or Indian people. I have Indian friends and very much look forward to visiting your country again. I would also like to run training courses there one day.
24th February 2011 From Australia, Melbourne
ThanQ everyone for your valuable answers. I think I can handle the matter very easily now. Regards, Arti Shah
26th February 2011 From India, Bombay
Add Reply Start A New Discussion

Cite.Co - is a repository of information created by your industry peers and experienced seniors. Register Here and help by adding your inputs to this topic/query page.
Prime Sponsor: TALENTEDGE - Certification Courses for career growth from top institutes like IIM / XLRI direct to device (online digital learning)





About Us Advertise Contact Us
Privacy Policy Disclaimer Terms Of Service



All rights reserved @ 2019 Cite.Co™