Administration & Liaisoning Head
Legal Analyst, Hrm
Assistant Manager Human Resources
[email protected]
Branch Manager - Operations
Workplace Assessment And Training
Asst. General Manager - Hr
Legal, Personnel Admn. And Hr
+1 Other

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.
Arti Shah

From India, Bombay
Such a irresponsible thing!!
Well Arti its not big deal 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..

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
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

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
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.

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.

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
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.
From India, Pune
Dear Arti, after taking written statement give him duplicate copy and write in front IInd copy with original signature . No Problem
From India, Haldwani

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