Dear All,

My name is Shajeer. I am working as a HR Executive with a Trading Company in Qatar. One of our Manager wrote a mail to me regarding some recruitment. As HR is a independent part of the company he should not write such a way. I need a suitable reply to him. Please help me for a polite reply

Dear Shajeer,

Please get the following tasks done on urgent basis:

a. Put an advt. in the local newspapers for the position of Salesmen/ girls with prior experience in IT and Mobility products.

b. Put a similar advt. in Dubai Newspapers.

c. Process the immigration papers for the Kenyan candidate, whom I shortlisted on 2nd Feb 2013. Advise me of the time frame in which I can expect him to be here in Qatar.

d. Advise how fast can we get any short listed candidates from Philippines. You may want to liaise with Mr. Haytham on the matter. I am planning to hire 5 females and 5 males from Philippines.

e. Find out if its going to be any faster if we hire in another country namely Sri Lanka, Nepal, Kenya etc. We are willing to hire suitable candidates from a country where the immigration time is going to be the least.

You may treat the above instructions with priority.

From Qatar, Doha
Dear Shajeer
You indicate that you are an HR executive; which implies that you have seniors/bosses above you in your own deptt.
Can you take all the decisions on the points that the manager has asked for ??
I think it would be advisable to put the matter to your superiors and then take their advise or approvals.
In any case, you"ll be needing proper approvals for several of the tasks mentioned herein; such as taking out job advertisements in newspapers, etc.
Warm regards.

From India, Delhi
Dear Raj Kumar,
Thanks for your reply. Here the situation is different. Because our company started HR recently. Before there was no HR at all and now I am handling HR Independently. I am setting up HR for our company. We have a HR manager in my department but he is not involved in all its operation. He is little aged and actually he don't have any experience in HR. In short when its come to the matter I am the one to decide the same from HR. Of course we have a CEO and i am directly reporting to him. Here as i said HR is a Independently. As per the protocol the said manager should not come and order to us. If he wanted to give any instruction it should be through proper channel. Our company don't have such system so far. so please guide me how to implement it and what reply i should give to this manager

From Qatar, Doha
Dear Shajeer,

I am new to this core HR field. Though I feel we can look into this situation bit differently.

It is true that the above mentioned Manager has gone against the Company protocol and instructed you to do the recruitment for the specified posts, but you specified that you are handling the HR independently and you will having the details whether the recruitment request came from the Manager is relevant or not. If yes, then you can get an approval from CEO and go ahead with the recruitment process.

Same time you can reply to the Manager stating that you have noted down his request and will look into it meanwhile he may requested to follow the Company protocol and he may have to process the recruitment request through proper channel. There is possibility that the Manager may be unaware about the protocol since your Company started setting up the HR recently, which you have stated in the above post.

Please share your thoughts on the same since as a beginner in HR it will help me as-well.



From India, Bangalore
Mr. Shahjeer
You can send him a diplomatic reply like this:
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx
Thanks for your mail and I have noted the contents.
However, for proper coordination and control purpose, would request you to kindly route your mail through XXXXX, so that he is also kept informed of your requirements.
Hope you wont mind doing so.
Best regrds

From India
I for one, find nothing wrong in the mail that the manager has put to you,

What is the problem you have ? How exactly do you want him to send the mail ? You want him to send to MD and then have the MD send to you ?

You are the internal service provider in terms of HR. he is the internal customer. He has some work that needs to be done quickly and he has written to you to get it done. Are u saying he is not authorised to spend money on Advtersing ? Or that the recruitment planned is out of his scope ?

If some of the things need approval of a higher manager, just point that out and ask him to get the approvals. The other things he is asking are very much a part of your work. He wants to know how fast certain recruitment and immigration formalities can be done. He assumes that u being the expert will give him the answer and therefore he ask you. Your answer will help him plan and it probably affects his operational efficiency. Are you incompetent to answer ? Or does it hurt your ego ?

Do not forget that your job primarily is to serve internal customers. Do your customers give you orders or do you expect customers to beg for services ? The same rule applies to internal customers. I do not see anything on the mail that is rude, condescending or stepping into your territory.

Do not go and create layers of protocol and delay the work (unless you are working for a government company where you are expected to be beauraceatic)

From India, Mumbai
this reply not giving any sense. I just asked you for a polite reply. not for a big story
From Qatar, Doha
Dear Mr. Sundaram,
Thanks for you reply. Its really helping. Our company don't have any HR policies and procedures. I am just making it now. My manager don't have any idea about HR functions. He was a part of admin. when we started HR they moved him this department. Any way I need all your supports and guidance to setup a good HR for our company.
+974 66480786

From Qatar, Doha
Mr. Shajeer,
You can see my profile in various professional websites. You can google my name N.K. Sundaram and see my profile and background.
I have over 43 years work experience out of which over 20 years I spent in HR. Post retirement, I have been advising small and medium companies on org structure, wage structure, designation and reporting structure with clear cut division of roles and responsibilities.
My charges are bare minimum as I am doing this kind of service to keep myself alert, active and mentally engaged.
If you are interested in my offer, please get back to me.
Best wishes

From India
Dear Mr. Shajeer,

Always 'hope for the best and prepare for the worst'. Here people are expressing their views only. It may not always be in line with your thoughts. You should be able to see if there are any valid points that can be understood and not that it satisfies your ego. I think there are some points to be noted in Mr.Saswatabanerjee's reply also. Criticism is good if it is constructive.

May be you are not reporting to that Manager but he must be a responsible person of the company and he can convey the requirement to you. Since you are reporting to CEO you can put up the requirement to him and seek his approval if it is immediate requirement. Since the HR Dept is being set up you can formulate the procedures to be followed, get the approval of CEO and circulate it to all concerned. Even after having a clear policy if they are not following the procedure then you have valid reason to get annoyed. Otherwise this sort of restlessness will create problem in your career. Being an HR person it is nice to have an open mind. You are going to deal with humans not machines. You should be able to understand the situation before reacting. Try to be proactive and not reactive.

Best regards


From India, Mumbai

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