Hard Copy Of Offer Letter / Joining Letter - Cognizant - CiteHR
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Struggle - Hard Copy of Offer Letter / joining Letter – cognizant -

Dear Seniors and Respected HR professionals,

I would like to understand your expert opinion / comment and guidance on how to go about following.

I worked in Cognizant Technology Solutions and left in 2008 and moved to another company. It was a normal resignation and exit. Now I am switching job from current company to a new employer in next few days.

However I have misplaced it seems the original hard copy of Cognizant Issued Offer Letter / joining Letter. The new employer requires the original offer letter as a mandatory document as part of HR verification for onboarding process coming Monday.

I have from last one week trying to reach Cognizant HR at Chennai. I spent three days almost dialing 100 times to their board number 044 4209 6000 and every time the operator transfers to their HR but nobody ever picks the phone. The direct number is not being made available to me. The call goes into a voice mail which is full and therefore no message can be left. After 3 days of trying I begged the operator to at least connect to someone to HR as my career is at stake. After much begging I was put on call to one HR person at Chennai.

First the guy (who refused to even say his name or email or call back direct number) said me that once relieved from services Cognizant does not issue any letters. I explained him the situation and begged for reconsideration. He asked me to write email on ******** at cognizant dot com and explain the situation. I confirmed with him whether this email is actively monitored and whether I will get a reply. He said yes but refused to give any further contact details.

I explained the whole situation and from last few days I am writing emails but nobody is replying. Now trying to call is not working as operator transfers call to HR which is never picked up.

I am just left amazed that with such a big and process oriented company with lot of great professionals; why this is happening? Its impossible to even reach HR and get a response. I wonder whether the human aspect of resource is totally being ignored or its just happening to me. I believe that Cognizant is a great company but it seems HR is out of reach.

I am attaching email extract of my sending emails to them for which no response has been received.


Sent: *******

To: ******** at cognizant dot com

Subject: RE: URGENT Help needed Pls

Importance: High

Hello Sirs,

I have been trying to reach you via operator on the Cognizant Chennai number 044 4349 1000 and unfortunately I am not able to connect although the operator has been transferring the call to HR team multiple times. I do not have your direct extension number.

Pls see my request below and kindly assist at your earliest. I will be in a very difficult situation and have to produce the letter below coming Monday at new employer office.

Apologies for emailing again but I have no other way to reach via phone.

Anxiously awaiting your reply and help.

Thanks & Regards


Contact details Mine

From: ******]

Sent: *******

To: ******** at cognizant dot com

Subject: FW: URGENT Help needed Pls

Importance: High

Hi Cognizant HR Team,

My apologies for writing another email on this at such short interval.

Your kind assistance is earnestly requested as my new job is at stake and a little expediency will definitely save the situation.

I do not have any direct HR desk number and was able to speak someone on last Friday after trying through operator innumerable times on Thursday and Friday. Hence writing through this email again.

Pls issue me a hardcopy of Offer/Joining Letter duly signed.

Again my sincerest apologies for the inconvenience and pressing for urgency.

Thanks & Regards


Contact details Mine

From: ******

Sent: *******

To: ******** at cognizant dot com

Subject: URGENT Help needed Pls

Importance: High

Hi Cognizant HR Team,

I am Cognizant ex-employee and left cognizant on *******. Hope you are all doing well and fine. I need one help from Cognizant HR / your team please.

I don’t have the Original Cognizant Offer/Joining Letter (Issued to me When I joined in ******). My parents back at Kolkata were also not able to find the original Offer/appointment letter. It certainly seems misplaced by us. My Most humblest apologies for the same.

Pls issue me the hardcopy of Offer/Joining Letter duly signed.

The reason I am asking is I am joining new employer and one of the requirements as part of onboarding is to have the original letter produced on first day for HR verification. This is a mandatory requirement and hence my humble request and urgency.

I have the original Cognizant Release Letter with me. I am attaching the Cognizant Release Letter Scanned Copy for your ready reference. Additionally I do have ONLY the scanned copy of the Cognizant Offer/Joining Letter which I am attaching as well.

I again am absolutely sorry for the mistake and inconvenience caused.

I am also noting below my Kolkata residential address on which the same my pls be posted.


I was able to speak to someone from Chennai HR on Friday 3 May 5, 2013 and he suggested me to write to this email.

Let me know if I need to call you to discuss the same.

Thanks always for all help and assistance always.

Thanks & Regards


pls assist me

Thank you for your understanding of the situation. I was feeling so low and down because I am not getting any response. At least your response helps in sharing my feeling. I know I am at fault here in losing the important piece of paper. I have been traveling in last 6 years for projects extensively and by mistake it has certainly been misplaced.
I will definitely try to convince my new employer but a little help from Cognizant would have really assisted so much. The main issue is nobody is reachable and hence I have no means of representation or requesting in any other way. I am sure there are many great professionals in cognizant HR but somehow the interface to reach them is totally blocked.
Sometimes I wonder all great talks are a waste if such basic help cannot be extended.

Dear HumanResourceInTrueSense,
I am really shocked with the response of Cognizant on your behalf.Its totally unprofessional from their side.
Please contact me on parveen(dot)tata(@)gmail(dot)com. I will try by best to help you on this matter.

Not sure, if they issue duplicate offer letter. They certainly do the same for relieving dox.
Did you check you email? We usually receive a soft copy of the offer in mail, for acceptance of offer.
The hard copy is shared on the date of joining.
Not sure, if this will help. We often forget to check our resources, whilst under pressure.
L&D Master

They should be able to provide you with a duplicate letter. May be you should try to personally visit them and explain the situation (if you are in the same city)? My other suggestion would be to make a soft copy of all important documents and store them in a web drive that could be accessed by you from anywhere.

This case is really surprising. HR of an organization should always be available to all employees. We empathise your situation and hope for the best.
I suggest that maybe you can try and locate any of your cognizant collegues who are still working there. They will be able to get in touch with the concerned HR and discuss about your case. Maybe this would work out a way for you.
All the best.

Haathi ke Daant Khane ke aor hote hain , Aor dikhane ke aor, The big company are on the same track mostly,
It's typical....
I doubt as well, that they will issue another letter. But if you have a copy made of it with you, You can bring it to the office & they may stamp it for you as verified duplicate.
Also, you said you worked there & left normally. Do you have any contacts with somebody with influence in the company? Any Sr. Management person? He can help to expedite the process. Also, sometimes he can help to get the process in place, if it is not a standard practice. Please try to reach your previous manager. It would be faster than approaching the HR directly.
If you go on complaining, you will face no response.... In your persual mails, keep the requesting tone, & Just mention how you have been trying to reach them. Don't mention about how they are not responding, or what you expect them to do...
Best of luck... :-)
Best Regards,

I am surprised also that the new employer is asking for the original offer letter of a company that you left so many years ago. Generally the releasing letter should’ve adequate
Hello, Based on your Posting of 7 May, your Date of joining in the new company would have been TODAY. Hope you have handled the situation. Suggest update the members. Rgds, TS

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