Hello,
I'm in receipt of an Offer letter(10 pages) on my e-mail. At the same time they have mentioned that I would be getting the hard copy of the offer letter at the time of joining. This e-mail is from the company confidential e-mail id, it does not have any signatures on it from authorised person, neither it is on the company letter head(no seal, no logo, no trademark), but there is just mention of company's name on few of the pages. When I contacted HR they said that it is from a confidential source and the mail "can be considered as a recorded confirmation from our end and proceed with your resignation in your current organisation"
This would be my 3rd offer letter and I've never come across such a scenario werein I've no hard copy and I've to put resignation. I'm in a dilemma now, I require your help/suggestion as to what needs to be done in such cases. Is it alright to resign on this basis.
Thanks a lot to one and all in advance.
Regards,
Nitin
From India
I'm in receipt of an Offer letter(10 pages) on my e-mail. At the same time they have mentioned that I would be getting the hard copy of the offer letter at the time of joining. This e-mail is from the company confidential e-mail id, it does not have any signatures on it from authorised person, neither it is on the company letter head(no seal, no logo, no trademark), but there is just mention of company's name on few of the pages. When I contacted HR they said that it is from a confidential source and the mail "can be considered as a recorded confirmation from our end and proceed with your resignation in your current organisation"
This would be my 3rd offer letter and I've never come across such a scenario werein I've no hard copy and I've to put resignation. I'm in a dilemma now, I require your help/suggestion as to what needs to be done in such cases. Is it alright to resign on this basis.
Thanks a lot to one and all in advance.
Regards,
Nitin
From India
Some of the reputed organisations are issuing offer of appointment before joining. You may check out the management setup.
Similarly some of the organisation is not issued appointment order eventhough join the organisation subsequently after one year they are regularising but it is not correct pratice to the management.
Once again my opinion you may check up the organisation setup and decide to your resignation.
P. Xavier Raj
From India, Pondicherry
11Similarly some of the organisation is not issued appointment order eventhough join the organisation subsequently after one year they are regularising but it is not correct pratice to the management.
Once again my opinion you may check up the organisation setup and decide to your resignation.
P. Xavier Raj
From India, Pondicherry
Dear Nitin, Request them to issue a hard copy/scanned copy of signed offer letter on the letter head of the company. Nitu
From India, Surat
From India, Surat
Dear Nitin,
tell them that u can understand that in their normal course they can issue hard copy on joining. However, as you are very positive about offer and in order to submit resignation in current company, u will need proper hard copy of offer letter.
Pl. note that i was also given offer like you have been give, through email, without signature etc. After requesting their hr repetitively, I was given offer letter in hard copy.
Regards,
Nitu
From India, Surat
tell them that u can understand that in their normal course they can issue hard copy on joining. However, as you are very positive about offer and in order to submit resignation in current company, u will need proper hard copy of offer letter.
Pl. note that i was also given offer like you have been give, through email, without signature etc. After requesting their hr repetitively, I was given offer letter in hard copy.
Regards,
Nitu
From India, Surat
Hello Nitin,
Pl don't worry too much as long as you are sure of the company's standing--meaning if it's a large/standard one.
Many companies now-a-days mail the Offer letters [which is different from an Appointment Letter] & this can be taken as confirmed for you to proceed with resignation.
This is called as a 'soft-copy' & the e-mail header [from, to, time-tagging, etc] trail is sufficient enough proof that it's a valid document--even legally.
The reasons are many for such a practice:
1] Saving paper.
2] Saves the time needed for the Hard copy to reach the prospective employee & his/her giving the Acceptance in writing again
3] Pre-empts any unscrupulous candidates who misuse such Appointment/Offer Letters--to the extent possible.
Coming to the difference between the Offer Letter & Appointment Letter, the Offer letter is just that--an Offer from the Company, while the Appointment letter is again just that--a formal letter of Appointment, which is a legal document. Earlier candidates used to join once he/she takes the Offer/Appointment Letter, but now-a-days you know that there's no guarantee that a person WILL join even after accepting the Offer.
Hope this clarifies.
All the Best.
Rgds,
TS
From India, Hyderabad
Pl don't worry too much as long as you are sure of the company's standing--meaning if it's a large/standard one.
Many companies now-a-days mail the Offer letters [which is different from an Appointment Letter] & this can be taken as confirmed for you to proceed with resignation.
This is called as a 'soft-copy' & the e-mail header [from, to, time-tagging, etc] trail is sufficient enough proof that it's a valid document--even legally.
The reasons are many for such a practice:
1] Saving paper.
2] Saves the time needed for the Hard copy to reach the prospective employee & his/her giving the Acceptance in writing again
3] Pre-empts any unscrupulous candidates who misuse such Appointment/Offer Letters--to the extent possible.
Coming to the difference between the Offer Letter & Appointment Letter, the Offer letter is just that--an Offer from the Company, while the Appointment letter is again just that--a formal letter of Appointment, which is a legal document. Earlier candidates used to join once he/she takes the Offer/Appointment Letter, but now-a-days you know that there's no guarantee that a person WILL join even after accepting the Offer.
Hope this clarifies.
All the Best.
Rgds,
TS
From India, Hyderabad
@Nitu - Thank you very much, I would be pursuing them for the hard copy.
@TS - Thank you very much for your extensive explanation. I understand the e-mail copy and would have gone ahead had the e-mail copy was on the company's letter head(with logo, seal, registered add, etc), but the e-mail copy is on plain A4 size paper(11 pages with terms & condition)...that does not lead to authenticity...which has puzzled me...while my cousin just joined their sister concern few days back, he had everything in order, 1st email acceptance and then he received hard copy after a week. In this case they are ready to give me hard copy at the time of joining.
From India
@TS - Thank you very much for your extensive explanation. I understand the e-mail copy and would have gone ahead had the e-mail copy was on the company's letter head(with logo, seal, registered add, etc), but the e-mail copy is on plain A4 size paper(11 pages with terms & condition)...that does not lead to authenticity...which has puzzled me...while my cousin just joined their sister concern few days back, he had everything in order, 1st email acceptance and then he received hard copy after a week. In this case they are ready to give me hard copy at the time of joining.
From India
Hello Nitin,
Looks like the HR in this company is yet to learn the nuances of handling Offers thru soft-copies.
If they agree to give you the Hard copy, fine. If not, suggest ask them to mail the 'scanned' copy of the Offer/Appointment letter now--which usually is on the company letterhead--followed by the Hard copy when you join.
If all's OK @ that end, they shouldn't have any objections to do so--have seen many companies oblige such a request on a case-by-case basis.
All the Best.
Rgds,
TS
From India, Hyderabad
Looks like the HR in this company is yet to learn the nuances of handling Offers thru soft-copies.
If they agree to give you the Hard copy, fine. If not, suggest ask them to mail the 'scanned' copy of the Offer/Appointment letter now--which usually is on the company letterhead--followed by the Hard copy when you join.
If all's OK @ that end, they shouldn't have any objections to do so--have seen many companies oblige such a request on a case-by-case basis.
All the Best.
Rgds,
TS
From India, Hyderabad
Dear Nitin,
Offer letter through email is quite a valid document, if not receved as a phishing mail, but as a result of your job application and completion of interview process. You can insist on a hard copy on the date of joining without losing time and reporting for duty. Take a print out of the offer letter received through email to compare with the contents of hard copy at the time of joining, so that there may not be any altered clause in the hard copy you would be required to sign for acceptance on joining.
From India, Delhi
Offer letter through email is quite a valid document, if not receved as a phishing mail, but as a result of your job application and completion of interview process. You can insist on a hard copy on the date of joining without losing time and reporting for duty. Take a print out of the offer letter received through email to compare with the contents of hard copy at the time of joining, so that there may not be any altered clause in the hard copy you would be required to sign for acceptance on joining.
From India, Delhi
If the letter you received is from the company email..I guess it should not be much problem. I agree with TS. Most companies prefer to go paperless. In Singapore, we always go paperless.
From Singapore, Singapore
From Singapore, Singapore
Thanks a lot...the offer is from an authenticate hr mail id of the company...only thing missing is the letter head/logo...the HR has confirmed me on mails that it is genuine...so I think it is absolutely perfect for me to go ahead and put in papers and join the new organisation.
Thanks once again for all your help.
Regards,
Nitin
From India
Thanks once again for all your help.
Regards,
Nitin
From India
Community Support and Knowledge-base on business, career and organisational prospects and issues - Register and Log In to CiteHR and post your query, download formats and be part of a fostered community of professionals.
Offer letter.pdf
Sample Internship Offer Letter.doc
Offer acceptance letter.zip