Sr. Hr Executive @ Polymerupdate
Workplace Assessment And Training
Hr/admin Executive
+3 Others

Cite.Co is a repository of information and resources created by industry seniors and experts sharing their real world insights. Join Network
A lady was offered appointment in my company as a marketing/sales executive. She signed the letter of acceptance but eventually didnt show up for duties on the day she was to assume duties. A phone call to her, and she said the compensation package is on the low side and so she is rejecting the appointment. Now my question is, do we leave the appointment letter in her custody or do we retrieve it from her? If we should, how can I go about retrieving it from her?
Thank you.

From Nigeria
As per my knowledge you have retrieve for her. You can write a letter to her regarding the same.............................................. .................................................. ...................

From India, New Delhi
As per my knowledge you have retrieve from her. You can write a letter to her regarding the same.............................................. .................................................. ...................

From India, New Delhi
If you have mentioned a date of joining on the appointment letter and she has not joined, you need to go through the pain of retreiving the letter. However, if it is an openended offer letter which does not mention any date for joining, then you better do it at priority

From India, Delhi
It is quite a common practice now.

Yes, call her and ask her to drop in the appointment letter back to office or courier it. Give her a deadline that the letter should reach company in say 4 day's time which is sufficient for a local courier delivery as well. Also drop the e-mail to her asking her to send the appointment letter in 4 days' time and mention your complete postal address. This is to ensure that you had a point of communication and proof for same.

The reason is as follows -

1. Prospects ger offer letter.

2. Appointment letters are meant only for employees working in the firm.

3. She may/not use it to negotiate offers and show experience on her CV.

Having known all the ways that people are misusing the appointment letters, it is always a good practice to ask it back.

Also note that the appointment letters should be "cancelled without prejudice" and her sign should be taken on it.

Ask her to give in writing that she is rejecting the offer on package.

Pin this with the appointment letters (both the acceptance and letter) and file it for future reference.

If you maintain a database of prospects or interviwees of your place, mark her with some color and comment the remarks. This would help a further enquiry if she plans to join the firm in future and if you're not handling the recruitment.

Hope it helped :-)

From India, Mumbai
In most cases the candidate will not respond back, when you ask them to return the letter. In case they do, they will say they have destroyed the same. All good companies do antecedent verification of the candidate when they recruit them. Just having an appointment letter does not justify work experience in the company. Dont waste your time chasing the candidate for the letter to bge returned.
From Nigeria
Hello Anonymous,

Sure mere showing of appointment letter cannot give a proof of employment. But there are many small and medium scale firms who do not have proper background verification policy more so coz of the time constrains and also budget constrains.

Secondly sure the candidate can say that but if we put it in the appointment letter or its acknowledged/acceptance letter that if incase I cannot join in by the said date, I shall ensure to handover the appointment letter given to me within 4 working days.

That will ensure the candidates about the seriousness of the issue as it is in written and s/he will have to sign it.

And many of us will have experienced the fact that there are employees who give interviews to few organizations and get appointment letter that has detailed CTC and other information. They use the information to get a counter offer with better CTC in other place or current employment. I have few people personally known to do so and are proud to share that with their peers and promoting it.

Just wish to try to curb the practice. Also because say if an experienced person is leaving organization, someone who has contributed significantly, you wish to retain him/her. You usually believe the appointment letter and dont call up the new Co to confirm if it is for real.

One of the person in my network was at Pune with a named firm. She wanted to get transferred to Mumbai but they couldn't transfer her. She got an offer from some Mumbai based company with a great pay. She resigned and she showed the offer letter (not even the appointment letter. Many companies give the CTC amount without breakage in offer letter as well) and she was given a hike (pay better than Mumbai based company) and was also transferred to Mumbai branch. She had no plans to join Mumbai based company as she was currently with a big and listed organization and the new firm was a private firm. But she used it to her benefit.

I hope I am able to clear the reason of inclusion of such line in the appointment letter.

Hope it helped :-)

From India, Mumbai
Hello Abiodun Sholesi:
As other members have advised, the mere possession of your company's appointment does not certify that the candidate has worked for your company in any way.
However, I believe the appointment letter your sent to the candidate was addressed to her and should be rightfully hers.
Your request to her should be that she acknowledges receipt of your letter and rejects the offer. That should suffice to complete the recruitment process documentation. If she refuses to do the foregoing, you do a memo and attach it to the copy of the original letter you sent to her.
An offer is only completed when the terms of the offer are complied with such as acknowledgement of receipt of offer, resumption on agreed date, etc.
Provide us further feedback and best wishes.

From Nigeria
Why do you need the appointment letter back?
She has declined the appointment.
Send a letter saying that as she has declined the appointment the company is withdrawing the offer and the matter is now closed.
Why make extra unnecessary work and why complicate a simple process!
All you need is a record on the file that the offer was declined, close the matter, and get on with hiring a replacement person.

From Australia, Melbourne
This discussion thread is closed. If you want to continue this discussion or have a follow up question, please post it on the network.
Add the url of this thread if you want to cite this discussion.

About Us Advertise Contact Us
Privacy Policy Disclaimer Terms Of Service

All rights reserved @ 2020 Cite.Co™