Hi, Is it mandatory to issue Appointment letter /increment letter/promotion letters in hard copy is there any law binding on it. If yes can someone provide me extract of it.
From India, Pune
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4From India, Pune
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Hi Shiva,
It is almost practiced in every of the organisation, it make a security in the mind of employees that they are secured... moreover it make them to feel happy and motivated..
Find below the sample format of the above said-
Appointment letter
____/HRD/____
19th November 2006
Mr. ___________
______________
______________
Dear Mr.________,
With reference to your application and subsequent interview with us, we are pleased to appoint you as Designation in our organization on the following terms and conditions.
Date of Joining: You have joined us on 13th November 2006.
Salary: Your Annual Total Employment Cost to the company would be __________ (___________ rupees), the details of which is been given in the Annexure attached below.
Place/Transfer: Your present place of work will be at ________, but during the course of the service, you shall be liable to be posted / transferred anywhere to serve any of the Company's Projects or any other establishment in India or outside, at the sole discretion of the Management.
Probation/Confirmation: You will be on a Probation period for the Six months. Based on your performance your services will be confirmed with the company in written after six months.
During the probation period your services can be terminated with seven days notice on either side and without any reasons whatsoever. If your services are found satisfactory during the probation period, you will be confirmed in the present position and thereafter your services can be terminated on one month's notice on either side.
Absence for a continuous period of ten days without prior approval of your superior, (including overstay on leave / training) would result in your losing your lien on the service and the same shall automatically come to an end without any notice or intimation.
Leave: You will be eligible to the benefits of the Company's Leave Rules on your confirmation in the Company's Service.
During the period of your employment with the Company, you will devote full time to the work of the Company. Further, you will not take up any other employment or assignment or any office, honorary or for any consideration, in cash or in kind or otherwise, without the prior written permission of the Company.
1. You will not (except in the normal course of the Company's business) publish any article or statement, deliver any lecture or broadcast or make any communication to the press, including magazine publication relating to the Company's products or to any matter with which the Company may be concerned, unless you have previously applied to and obtained the written permission from the Company.
2. You will be required to maintain utmost secrecy in respect of Project documents, commercial offer, design documents, Project cost & Estimation, Technology, Software packages license, Company's polices, Company's patterns & Trade Mark and Company's Human assets profile.
3. You will be required to comply with all such rules and regulations as the Company may frame from time to time.
4. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter.
5. If at any time in our opinion, which is final in this matter you are found non- performer or guilty of fraud, dishonest, disobedience, disorderly behavior, negligence, indiscipline, absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you.
6. You will not accept any present, commission or any sort of gratification in cash or kind from any person, party or firm or Company having dealing with the company and if you are offered any, you should immediately report the same to the Management.
7. This appointment letter is being issued to you on the basis of the information and particulars furnished by you in your application (including bio-data), at the time of your interview and subsequent discussions. If it transpires that you have made a false statement (or have not disclosed a material fact) resulting in your being offered this appointment, the Management may take such action as it deems fit in its sole discretion, including termination of your employment.
8. You will be responsible for safekeeping and return in good condition and order of all Company property, which may be in your use, custody or charge.
Please sign and return to the undersigned the duplicate copy of this letter signifying your acceptance.
We welcome you to The ________ family and look forward to a fruitful collaboration.
With best wishes,
For, Company name
Name:
Designation Employee Name
FORMAT OF PROMOTION LETTER
_____/HRD/___ Date_____________
Mr/ Ms. ____________
___________________
___________________
___________________
Dear Mr./ Ms. _____________,
Consequent to the review of your performance during the last year, we are pleased to promote you as ____________________________________.
We are sure you will make best use of the opportunity offered to you and contribute substantially to the success of our organisation as you have done in the past and fully justify the confidence placed in you by the management.
A separate communication on the details of your salary revision is being sent o you.
Wishing you all the best.
For, Company name
Name:
Designation:
Regards,
Amit Seth.
From India, Ahmadabad
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It is almost practiced in every of the organisation, it make a security in the mind of employees that they are secured... moreover it make them to feel happy and motivated..
Find below the sample format of the above said-
Appointment letter
____/HRD/____
19th November 2006
Mr. ___________
______________
______________
Dear Mr.________,
With reference to your application and subsequent interview with us, we are pleased to appoint you as Designation in our organization on the following terms and conditions.
Date of Joining: You have joined us on 13th November 2006.
Salary: Your Annual Total Employment Cost to the company would be __________ (___________ rupees), the details of which is been given in the Annexure attached below.
Place/Transfer: Your present place of work will be at ________, but during the course of the service, you shall be liable to be posted / transferred anywhere to serve any of the Company's Projects or any other establishment in India or outside, at the sole discretion of the Management.
Probation/Confirmation: You will be on a Probation period for the Six months. Based on your performance your services will be confirmed with the company in written after six months.
During the probation period your services can be terminated with seven days notice on either side and without any reasons whatsoever. If your services are found satisfactory during the probation period, you will be confirmed in the present position and thereafter your services can be terminated on one month's notice on either side.
Absence for a continuous period of ten days without prior approval of your superior, (including overstay on leave / training) would result in your losing your lien on the service and the same shall automatically come to an end without any notice or intimation.
Leave: You will be eligible to the benefits of the Company's Leave Rules on your confirmation in the Company's Service.
During the period of your employment with the Company, you will devote full time to the work of the Company. Further, you will not take up any other employment or assignment or any office, honorary or for any consideration, in cash or in kind or otherwise, without the prior written permission of the Company.
1. You will not (except in the normal course of the Company's business) publish any article or statement, deliver any lecture or broadcast or make any communication to the press, including magazine publication relating to the Company's products or to any matter with which the Company may be concerned, unless you have previously applied to and obtained the written permission from the Company.
2. You will be required to maintain utmost secrecy in respect of Project documents, commercial offer, design documents, Project cost & Estimation, Technology, Software packages license, Company's polices, Company's patterns & Trade Mark and Company's Human assets profile.
3. You will be required to comply with all such rules and regulations as the Company may frame from time to time.
4. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter.
5. If at any time in our opinion, which is final in this matter you are found non- performer or guilty of fraud, dishonest, disobedience, disorderly behavior, negligence, indiscipline, absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you.
6. You will not accept any present, commission or any sort of gratification in cash or kind from any person, party or firm or Company having dealing with the company and if you are offered any, you should immediately report the same to the Management.
7. This appointment letter is being issued to you on the basis of the information and particulars furnished by you in your application (including bio-data), at the time of your interview and subsequent discussions. If it transpires that you have made a false statement (or have not disclosed a material fact) resulting in your being offered this appointment, the Management may take such action as it deems fit in its sole discretion, including termination of your employment.
8. You will be responsible for safekeeping and return in good condition and order of all Company property, which may be in your use, custody or charge.
Please sign and return to the undersigned the duplicate copy of this letter signifying your acceptance.
We welcome you to The ________ family and look forward to a fruitful collaboration.
With best wishes,
For, Company name
Name:
Designation Employee Name
FORMAT OF PROMOTION LETTER
_____/HRD/___ Date_____________
Mr/ Ms. ____________
___________________
___________________
___________________
Dear Mr./ Ms. _____________,
Consequent to the review of your performance during the last year, we are pleased to promote you as ____________________________________.
We are sure you will make best use of the opportunity offered to you and contribute substantially to the success of our organisation as you have done in the past and fully justify the confidence placed in you by the management.
A separate communication on the details of your salary revision is being sent o you.
Wishing you all the best.
For, Company name
Name:
Designation:
Regards,
Amit Seth.
From India, Ahmadabad
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Hi, Shiva.
Find below the sample format of an Increment Letter.
Increment Letter
____/HRD/_____ Date: 31/05/2007
Mr./Ms. [Recipient's Name]
[Recipient's Address]
Dear Mr. [Recipient's Last Name],
Consequent to the review of your performance during the period of 13/11/2007 to 31/05/2007, we are pleased to inform you that effective 01/06/2007, your salary will be increased as follows:
Breakup of Salary
| Salary Head | Existing | Revised |
| --- | --- | --- |
| Basic | 2000 | 4000 |
| HRA | 1200 | 2400 |
| TA | 800 | 800 |
| Other Allowance | 5000 | 6800 |
| Gross Per Month | 9000 | 14000 |
| Gross Per Annum | 108000 | 168000 |
| Mobile Reimbursement/Annum | 12000 | 12000 |
| Fixed Amount/Annum | 60000 | 100000 |
| Annual Fixed Gross Cost | 180000 | 280000 |
| Ex-Gratia | 10000 | 20000 |
| Annual Total Cost | 190000 | 300000 |
The other terms and conditions of your employment remain unchanged.
We anticipate your continued valuable contributions and wish you the very best for a fulfilling career within the organization.
Please sign the duplicate copy of this letter as acknowledgment.
For [Company Name],
Name:
Designation:
Regards,
Amit Seth.
From India, Ahmadabad
Acknowledge(0)Amend(0)
Find below the sample format of an Increment Letter.
Increment Letter
____/HRD/_____ Date: 31/05/2007
Mr./Ms. [Recipient's Name]
[Recipient's Address]
Dear Mr. [Recipient's Last Name],
Consequent to the review of your performance during the period of 13/11/2007 to 31/05/2007, we are pleased to inform you that effective 01/06/2007, your salary will be increased as follows:
Breakup of Salary
| Salary Head | Existing | Revised |
| --- | --- | --- |
| Basic | 2000 | 4000 |
| HRA | 1200 | 2400 |
| TA | 800 | 800 |
| Other Allowance | 5000 | 6800 |
| Gross Per Month | 9000 | 14000 |
| Gross Per Annum | 108000 | 168000 |
| Mobile Reimbursement/Annum | 12000 | 12000 |
| Fixed Amount/Annum | 60000 | 100000 |
| Annual Fixed Gross Cost | 180000 | 280000 |
| Ex-Gratia | 10000 | 20000 |
| Annual Total Cost | 190000 | 300000 |
The other terms and conditions of your employment remain unchanged.
We anticipate your continued valuable contributions and wish you the very best for a fulfilling career within the organization.
Please sign the duplicate copy of this letter as acknowledgment.
For [Company Name],
Name:
Designation:
Regards,
Amit Seth.
From India, Ahmadabad
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Amit Thanks for such valuable information however we do practice the hardcopy letters however i was looking at this with a legal point of view as i am planning to automize the process
From India, Pune
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From India, Pune
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Folks,
There is no as much law. An appointment or any other employment-related letter is a sort of legal document which, unless signed by both parties, does not bind anyone. Therefore, it is essential that you have hard copies.
Cheers!!! Rajeev
From India, Mumbai
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There is no as much law. An appointment or any other employment-related letter is a sort of legal document which, unless signed by both parties, does not bind anyone. Therefore, it is essential that you have hard copies.
Cheers!!! Rajeev
From India, Mumbai
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Does this mean that automating the same may not help legally in case of any disciplinary issue that may arise in the future against any employee?
In fact, even I had put up a suggestion to the management for automating such letters, especially the annual increment letters, so that productive time can be saved, which otherwise is spent on generating, checking, distribution, and issuance of these letters. What would be the negative impacts in case the process is automated?
Dear seniors, kindly advise.
Sangeeta
From India, Mumbai
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In fact, even I had put up a suggestion to the management for automating such letters, especially the annual increment letters, so that productive time can be saved, which otherwise is spent on generating, checking, distribution, and issuance of these letters. What would be the negative impacts in case the process is automated?
Dear seniors, kindly advise.
Sangeeta
From India, Mumbai
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Appointment Letter.docx