Dinesh Divekar
Business Mentor, Consultant And Trainer
Management Consultancy
Hr Officer
Freelance Writer
+1 Other

Dear friend,
Logic for inclusion of the address in the appointment letter is as below:
a) While addressing a business letter, inclusion of address is customary. VP (HR) may refer the Wren and Martin Grammar book. It is considered as the bible of the English grammar.
b) Appointment letter is a contract between employer and employee under the provisions of Indian Contract Act, 1872. In any contract, be it employment or otherwise, inclusion of address is mandatory.
c) Karnataka Shops and Establishment Rule, 1963 mandates issue of Form Q to the newly joined employee. This form is called as Appointment Order. In this form there is a column for the address of the employee. Ideally all the employers are supposed to issue this form and not the fancy appointment letter that is generally issued. Parallel to Form Q, your state also will have similar form. You may search it and show it to him.
d) Click the following link to refer the Central Secretariat Manual of Office Procedure issued by Ministry of Personnel, Government of India:
(Refer page 28)
Final comments: - Business letters cannot be addressed just to the person. Writing address below the name of the recipient is so common. It is surprising to find VP (HR) asking for the logic for this age old practice! It appears that VP (HR) has forgotten the difference between the personal letters and official letters. Rather than questioning the employee, VP (HR) could have done some search on Google to know the format of the business letters. There are whole lot of templates available and each one mentions about address of the recipient.
What VP (HR) has done is nothing but to exhibit the unwanted overbearing pride. It is sad state of affairs to note that the senior HR official like him was supposed correct juniors. But things have come to such a pass that we are required to correct him! God bless his juniors!
Dinesh Divekar
25th June 2018 From India, Bangalore
Hi seniors,
Recently I have joined a company. Here appointment letter is issued without employee address on it.
I asked hr vp that it is mandatory , u must change the format then he asked me gv me logic why I should must mention address on appointment letter.
I told him that it's clause that it has to be, but he asked me to submit where the clause exist.
Need your valuable opinion inputs.
25th June 2018 From India, Mumbai
Dear friend,
I can simply say no one can show a blind a sun. The time will reply to break the vehement of the person live in deep ignorance and to provide inputs for an ignorant is killing of time.
26th June 2018 From India, Mumbai
If VP ( HR ) is not aware the importance of address in such kind of official and formal communication then in that case the above details shared by learned member is very correct.
Second thing - VP HR must be quite smart with some intentions and may not have purposefully mentioned address.
Request to cross check with some of the other employees who has recently or earlier joined and is the same case with them.
I think information you will get from rest employees will help you a lot.
You have already done verbal communication about requirement of address now either write a mail or a letter with humble request to add address and re-issue appointment letter.
26th June 2018 From India, Pune
Even if the appointment order or for that matter any communication is handed over to the addressee, still the norm is that the address is written. In all legal documents the full description of the person is given like name (including alias if any) , age, son/daughter/wife of, residential address (including temporary address). VP seeking the logic for mentioning address in the appointment order shows the cavalier attitude, not a good sign at all for building a relationship of trust and confidence.
26th June 2018 From India, Mumbai
Dear colleagues,
I think some learned members are reading too much into the query and attaching motives to it because of the position of VP-HR of the poster and even have stooped to the level of insulting and bullying him.
The query is simply about why it is necessary to put address of the person in the appointment letter. However, coming from the VP - HR, the query could have been couched in better words than choosing to put it in curt manner. But at the same time, it could be unintentional.
No doubt, the query has been adequately addressed to cover the genesis, purpose and practice in this regard. But the tone and manner is uncalled for.
Let me clarify that I am not batting for the poster and these are my candid personal views .
Vinayak Nagarkar
26th June 2018 From India, Mumbai
Dear Mr Vinayak Nagarkar,
By telling junior employee to provide logic for writing address in the letter of appointment, VP (HR) has pulled rabbit out of hat.
Inclusion of the address in the business letters is a plain common sense. If he defies this common sense, then there is bound to be a backlash. This post has acquired prominence because this kind of quixotism has come from a senior ranking official like VP (HR).
Posts on the public forum are bound to come under public scrutiny. The world is unsparing. It did not spare even the sitting President of USA for his chimeric tweets or decisions. Compared with President of USA, who is VP (HR) of some obscure company in India?
Giving solution to the poster is one thing, nevertheless, what VP (HR) has done is to throw a challenge to a disempowered employee. His behaviour borders on cynicism. He has used his positional power for the wrong reasons! Hence the backlash. Otherwise why we should have anything personal with him?
Dinesh Divekar
26th June 2018 From India, Bangalore
We all are not wise in terms of knowledge. We all are learners and in process of learning alongwith imparting knowledge. This topic would not stretch further, if had with the logic behind the act. This would have been a learning for all of us. Over the matter no supportive logic came so far. The address gives a definite identity to a man if ther exist equality in name,middle name and surname. Most of senior contributors are equally holding due position in their respective field.
27th June 2018 From India, Mumbai
i will be here in short:-When A person for some reason or situation does a crime or claims a case that time u will find its importance...
29th June 2018 From India, Surat
Since it is an official letter, there are some rules to be followed and hence I don't think it will cost anything just to include the required address. At EssayCyber, we always guide students to make sure they put the address when writing such letters even if it is for learning purposes.
29th June 2018 From Mauritius, Souillac
Thank you Dinesh Divekar sir for your valuable feed back.
Thank you Mr. ketan chaudhari
He has been this company for two years and not a single appointment letter is issued with address.
Only employee name on it.
At Mr. Ketan I did tell him the same that we need it for our safety for future if anything happens wrong, then he simply said that what if he change address and he will not inform you.
What if employee will not update us on his new adress.
He even question to me "are you gonna check everyone home address personally at the time of audit?
Also I told him this is practiced world wide, he said I don't want to be a follower of anything.
If you cud gv me any logic, any legal rule on it that employee appointment letter should not be without adress I will further maintain it, else don't come with anything which I follow just bcoz everyone follows.
Thus I want if veterans can help me with any logical reason, can share some website reference where such rule exists.
Coz I am feeling very bad.he said this to me in front of my juniors.
Either I want to correct him, or convince myself that Appointment letter without address is ok.
29th June 2018 From India, Mumbai
yes, I agree to have an total address of the joining employees adrees on an appointment letter. it is just for confirming the residencial of the employee and from that a compan can find out employees data. it is like securing ourself for future by confirming the adderess of the joining employees.
9th July 2018 From India, Aurangabad
Dear Contributors,
I am pondering in the reverse manner. What complications will an employer or employee face in case the appointment letter doesnt mention employee's address? will it affect the sanctity of employment contract, is the contract null and void in this case?
Rahul Chhabra
25th July 2018 From India, Delhi
indeed, I consent to have an aggregate address of the joining representatives concurs on an arrangement letter. it is only to confirm the private of the worker and from that an organization can discover representatives information.
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1st September 2018 From Pakistan, Karachi
Dear Friends,
Hope u all r doing well!!!!
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3rd October 2018 From India, Pune
Try to convince your BOSS...i think this debate took so many days,you don't go so worry just tell him to do signature on appointment letter and let him go through if something happens,but don't convince yourself....accordingly it is mandatory to have address in it...
thank you
14th October 2018 From India, Surat
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