Hi, i want to know if we can restructure the appointment letters , which we have issued 2 years back.
as im new to Hr, please give me clarity on this.
The reason why we are thinking of this is because of the casual attitude of employees for leave, coming late, taking CL often etc
please reply

From India, Bengaluru
Simply pass an Administrative Advisory / Circular specifying the changes and circulate it to 'all' staff through an Authorized Representative's mail account. In general, the board of director / Managing trustee / CEO / COO can do that, but in case such a power had been delegated to someone else, say, CFO / CAO / HRO by the governing council, s/he can send the new policy superseding the erstwhile provisions.
From India, New Delhi
Can be done as suggested above. Also you can issue an addendum to appointment letter to everyone which will state the clauses being restructured withot having to change the appointment letter originally issued.
Question: How will restructuring appointment letters help in resolving the issue?
What you would really need to change is the "code of conduct". If you do not have one, you can put one in place starting now. Or just rework the leave and attendance policy.

From India, Mumbai
Above forum members has replied aptly, you can also draft Office Timing Policy and Leave Policy and get the approval and send to the employees
From India, Ahmadabad
You cannot restructure the appointment letter once it is issued. However, you can implement new policy regarding attendance and late coming by way of issuing notices/ service rules etc as applicable in your case.
From India, Kolkata
Neither the appointment letter once issued at any point of time can not be restructured nor a supplementary appointment letter nor an amendment letter can be issued.

However an organisation can implement, amend and/or modify a new policy regarding attendance and/or late coming by way of issuing notices/circular at any time.

We had faced similar problem in past and therefore issued following circular.

Circular for Marking of Attendance

Just like every train needs to arrive and depart from a station at fixed time, similarly every employee of the company is required to arrive and depart from place of work on time and work for a minimum of 48 hours per week (54 hours with lunch break).

Over period of time, the management of XXX has observed that employees of the company in large numbers are misusing the leniency of the management towards employees and have developed habit of either coming late or going early or going in between duty hours. This has results in delay in completion of work and/or missing of targeted dead lines for completion of assigned work. This has also resulted in increasing indiscipline amongst the staff members.

In view of above and in order to restore much needed discipline amongst staff members, the management of XXX has got the Bio-metric Face Attendance Reader cum Recorder installed and made operational on 09/02/2012 both at show room and service center with the following rules of attendance -

1.The attendance recorded in the Bio-metric Face Attendance Reader cum Recorder shall be base for calculating salary and wages earned by a particular employee for a particular month. Therefore each and every employee has to use the Bio-metric Face Attendance Reader cum Recorder for recording his time of arrival-in and departure-from the office with out any choice of his own.

2.In case, the Bio-metric Face Attendance Reader cum Recorder is out of order and/or out of service due to any reason whatsoever, the procedure of signing manually along with time of signature shall have to be used on daily sheet as per present practice in force and such sheet needs to be delivered to the management on daily basis.

3.Regular and punctual attendance, completion of assigned work and meeting the targets set by principal XXX shall have a bearing on continuation of employment, profit linked annual performance based bonus payable, if any and annual performance linked increment to every employee.

4.The management has full rights to make modifications/ alterations/ substitutions to any or all of the above provisions.

5.This arrangement comes in to force with immediate effect.

6.Every employee has to sign this circular as a token of having read this very carefully and understood the same completely.

7.In case of any doubt, every employee is free to consult the management.

Use of Biometric Face attendance recorder

S.No. Arrival Departure Result

1 Not used at time of arrival Not used at time of departure Employee did not came to duty and hence marked absent

2 Not used at time of arrival Used at time of departure Employee came abnormally late to duty just for marking attendance and/or did not work for full dayand hence marked absent

3 Used at time of arrival Not used at time of departure Employee came to duty just for marking attendance and left immediately and/or thereafter without doing any work and hence marked absent

4 Came late and/or left early by 0 to 15 minutes (including 15 minutes) on up to 3 occasions every calendar month Shall be marked half day leave for every three occasions provided the total hours per week is 48 hours or more

5 Came late and/or left early by 15 (exceeding 15 minutes) to 30 minutes on up to 3 occasions every calendar month Shall be marked full day leave for every three occasions provided the total hours per week is 48 hours or more

6 Came late or left by more than 30 minutes To be marked absent for the day

7 Came late and/or left early and total working hours per week falls short of prescribed 48 hours limit without lunch break and 54 hours per week with lunch break Double the shortfall hours shall be marked absent. E.g. if total working hour comes to 44 hour. In such case shortfall is 4 hours and one day leave shall be counted.

8 Remaining absent without prior information to management Absent and can not be set off against any other day’s working

9 Three Half/Full day leaves get marked due to late coming and/or leaving early Employee under censor/watch continuously till his performance improves.

10 Came late and/or left early due to company’s work The note of same need to be got recorded from the management in attendance register on next first available opportunity

11 Out door duty with in city and/or out of station duty The note of same need to be got recorded from the management in attendance register on next first available opportunity

12 Camps/Melas/Exhibitions The attendance need to be marked on separate sheet for each day with arrival and departure time and sheet handed over to management the very same day

Above is in tabular format, but copy paste has removed the lines in between the columns and rows.

Hope you will find the same useful to you.

Jawaharlal Moondra


From India, Jodhpur
Hi Shireenji,
Appointment Orders are issued once only. When there is a change of Co., Mngmnt etc., new Apptt.ORDERS are issued. For Discipline & for Enforcing other imp.Service matters, Dept.Circular, Office Orders will suffice as mentioned by Senior members above.
The Standing Orders should contain these terms & conditions & any one violating them; u can issue Notice quoting the SO Section for which; the Labour Dept. will also support in case of any litigation. LC will support action of the Mngmnt only when the Standing Order is certified by them.
H.R. Consultant. 28.2.17

From India, Mumbai
Wth due respect, I am not too sure about Mr. Moondra's suggestion, as I feel this would create a very hostile working environment, therefore leading to attrition and hence increasing HR costs. But if you want to create a very strict environment, it is the perfect way to go ahead.

Having said that trends in companies have changed and we as a community need to adjust innovatively to this change. A larger chunk of the employees, especially in the IT, Media, etc. industries do not feel te need to be tied down to a company which does not have employee friendly policies. It is in my opinion best to give a little liberty to employees and empower each and every one of them which, will in turn make them responsible leading to an increase in discipline.

Please read this book called "creativity inc" by Amy Wallace and Edwin Catmull, to see how employees were empowered to such an extent that not only did they feel the need to work longer hours, but also did not feel the need to take leaves unless absolutely necessary.

From India, Mumbai
thank you so much for the valuable suggestions, ive started re working and re framing of the company policies one by one by keeping all of the points in mind.
From India, Bengaluru

If you are knowledgeable about any other fact, resource or experience related to this topic - please add your views using the reply box below. For articles and copyrighted material please only cite the original source link. Each contribution will make this page a resource useful for everyone.

About Us Advertise Contact Us
Privacy Policy Disclaimer Terms Of Service

All rights reserved @ 2021 Cite.Co™