Saswatabanerjee
Partner - Risk Management
Vanijindal
Hr Executive

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Hi,
I'm working as a Human Resource Executive in an IT company. The company was incorporated from a Firm to Pvt Ltd last year, 2016. Now, as it is Pvt Ltd company, is it necessary to provide fresh offer & appointment letters to all the employees? Also to those who were hired when it was a firm? Would it disregard the old letters completely?
Also, does the paper quality while printing the letters affects in any way? What if the paper is normal but it has the letterhead printed on it?
Thank you for your time and consideration. Looking forward to some valuable replies.

Not required. You can issue a circular that you have been growing and hence have become a private limited company. Consequently, there is no change in status of employees and all terms of appointment remain the same.
Hi Vanijindal,

Greetings ....

I agree with comments of ANNONYMOUS here above but would like to add in few lines to it as follows .....

Since, a Letter of Appointment is a Agreement between an Employer and an Employee, it is to be mutually agreed upon by both the parties and since the status of your company is upgraded (not sure if it is the correct word) from a Firm to a Private Limited Company, it would be proper to issue letter as below on your "Letterhead" to all individual staff, get an "accepted" copy signed by them and annex it to respective Staff Files.

Dear Mr. ..........................

We take pleasure in informing all our valued Staff that our Organisation is now Registered as a "Private Limited" Company w.e.f. .................... and would carry on business as before but under the ownership of M/s. .......................................... (new Name of the Company). We desire to continue your services as ..................... with the same terms and conditions as of Letter Reference .................................... dated ........................ issued to you and accepted.

While we value your presence and contribution made by you to our Organisational Growth, we believe that you sure would put in sustained effort help the organisation march ahead.

We would appreciate your signing and returning the duplicate of this letter to continue with us as before.

Thanking you,

For and on behalf of .........................................

Signature

Regards,

Hi Soumitra, that makes sense, I would keep these points in my mind. Thank you for your reply, have a great day!
Quality of the paper and whether it's a preprinted letterhead or the letter head is printed by the computer when printing the letter is immaterial in Ved icing the authenticity of the document.
However, a nice paper quality does enhance the image of the Company. Not legally required but always appreciated

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