Hi All, I'm working with BFSI company and wanted to check if we can skip giving the hard copy of the Appointment Letter as we share soft copy when we roll out the offer. As we want to have maximum things paperless starting this year.
From India, Pune
Dinesh Divekar
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Dinesh Divekar

Dear Apurva,

How many appointment letters do you issue per annum? What would be savings in per cent against total employee cost if you stop issuing the paper based appointment letters?

While e-mail communication is acceptable as evidence in the Indian courts of law, when the problem arises, it is difficult and time taking process to prove that communication through e-mail has taken place. Though India is major software exporter, we are far backward in e-governance. Therefore, whatever savings you might do by issuing the appointment letters through e-mail, when dispute comes, your all savings could get nullified in single case. In contrast, a written copy is always in your possession and easy to retrieve.

Handling routine inter-departmental or intra-departmental communication through e-mail is one thing and saving on the appointment letters is another. Latter is nothing but contract between employer and employee. Therefore, take this call judiciously. While cost-cutting is always the first mantra of any organisation, avenues are always open for cutting costs through scientific management practices. Most of the Indian companies are far away from the scientific management practices. Whether you are exception, that you would know better.


Dinesh Divekar

From India, Bangalore

I agree with Mr.Dinesh. If you want to move to a paperless office, you need to take sound advice from competent professionals/lawyers dealing with the Indian Evidence Act and the Information Technology Act as documents like appointment letters have evidentiary value as legal documents of contract.Secondly, with hacking and data thefts on the rise , you need to ensure whether any theft proof technology is available in India and how a back up an be created in case of data loss.It requires thorough examination at your end.

From India, Mumbai

""As we want to have maximum things paperless starting this year.""
Good thought process.
Save paper,save trees and environment.
But have a clear plan when you go paperless.
Paperless office was a slogan by IBM computers long ago,but to achieve the dream:
See that all legal requirements are met.
The exchange of emails should not become a matter of dispute.
Some records need to be in paper only when you deal with other agencies.
Take help of those knowledgeable about IT Act and indian Evidence Act 1872.
So go step by step towards paperless office.
And as far as appointment letter is concerned please take out proper paper copies and preserve it properly.

From India, Pune

Thank you all for the inputs. We hire people on seasonal basis(for 4-5 months only) and would give offer letters to around 700+ people so wanted check if can just have e-offer letter.
Apurva Kulkarni

From India, Pune

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