Thread Started by #Nks2011

Hi,is it ok to have system generated appointment letter without any kind of signature & stamp.idea behind this is that any employee who joins us can his generate his letters through his login ID of HRMIS.As per current practice it takes a lot of time in sending offer letter or appointment letter to the employees.wil there by any legal hassle on this if any labour case is reported.
10th July 2016 From India, Mumbai
Dear Nks2011,

E-mail communication is acceptable under the provisions of Indian Evidence Act. However, to prove that this communication has taken place or prove the authenticity of the communication is cumbersome. This cumbersomeness is for either side i.e. for employer and employee.

Therefore, before embarking on this idea, tell your legal department to check how much time it will take to prove authenticity of communication in case of litigation. Please note that the government authorities do not function as fast as click of the mouse. While litigation is not order of the day and we might have to approach the cyber cell authorities once in blue moon, but then as much time you have saved by generating the offer and appointment letters automatically, the same time will be lost in one such case.

From the HR standpoint, why it takes "long time" to send the offer letter or appointment letter? Have you measured the turnaround time to issue appointment letter and what efforts did you take to reduce it? How many appointments take place per month? What is the scope of delegation? What is the scope to delegate this activity to more than one person?

To begin with, you may start with the offer letter but may not appointment letter.


Dinesh Divekar

Business Mentor, Consultant and Trainer

10th July 2016 From India, Bangalore
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