Informal Mail To Ex-Employees Saying That Their Will Be Delay In EPF Claim Process

Dear Seniors,

I want to inform to my ex-employees that their will be delay in EPF Claiming process due to some reasons. I want to mail saying the same. I have prepared the mail draft which is to be sent to them. In that mail i need to be polite and pleasant about what am going to convey and they should be pleased but not frustrated due to delay. So guide me in this.

Dear All,

Greetings from XXXX!

All of you are hereby informed that process for claiming EPF will be delayed by another One month. This is due to the change in Authorize Signatory. As all of you are aware that there was a change is management. So we need to authorize the signatures of the directors who will be signing the EPF Claim Forms in Regional PF Office. Without that we cannot go ahead in claiming EPF Amount. This information was disclosed to us by the EPF Office recently. So we are in a process of updating the authorizing signatures in EPF Office. Once it is completed your forms will be submitted for claiming the EPF amount. There after there won't be further delay.

Sorry for the inconvenience caused.

Is this draft ok, can i go ahead or any suggestions. Please let me know.

Hi
I would like to know the reason that you wanna update the same. It is better not to inform the ex-employees. If at all they have any issues with the claim process and approach you then you can communicate the same.

I understand the need to inform the ex-employee.
Why not pick up the phone and speak to him directly? Why worry about drafting a mail, posting it on citehr, waiting for replies and deciding on the content of the email?
Most people are reasonable, and if you speak to the ex-employee, s/he will not mind. Try.

Thanks for your suggestion Aditya. When they called me i did the same. But it was my superior’s instruction to inform them regarding this through mail.

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It's indeed courteous to inform the retired employees of any delay, who eagerly await their final settlement with lost of commitments pressing on hand. However it might, might, lead to a demand for compensation of interest for the delayed payment. In all probability EPFO might settle with accrued interest till the date of payment (pl.discuss with the concerned to know what is going to happen with them). If they view otherwise saying that the delay was caused due to your internal problems we are not responsible ! you have no escape. (It's just & equitable for you to compensate) In any case it's open. You should be prepared for this. How many of them, too many ? Your draft suggests it's a general circular to be put up on Notice Board (which all of them may not notice at all). It could well be corrected to be sent individually as a letter if you really mean it.

I can suggest the following draft -

Dear Sir/Madam,

Greetings to you and your family. We faithfully cherish and appreciate your devoted service with our company.

Your claim form for settlement of your EPF accumulations are under process. However it likely to take atleast a month to complete all the formalities required. And be assured that we take every effort to send the payment as early as possible. Till such time kindly bear with the unavoidable delay. We sincerely regret the inconvenience caused to you in this regard. Meantime thank you very much for your patience.

Wishing a very contented, comfortable, healthy retired years to come.

Yours sincerely

Nirmala,
Company's internal employees can not suffer even the PF authorities will not accept it. You can appeal to your employees for bearing the situation for a month and if they agree then I think the situation can be managed.
G K Sarkar