Is It Necessary to Include Company Name and Reference Number on HR Documents?

Hi!

I want to know, is it compulsory to put the company's name and reference number on appointment letters, offer letters, or any document provided by the HR department to employees? What will be the role/legal responsibility of the HR department regarding this?

Kindly help me.

Regards,
Ruchi

Hi Ruchi,

Although it is not mandatory to put a reference number in all the correspondence of HR, if you do, it makes tracking and record-keeping easier. Now, putting the company seal is very important even when the letterhead is used. The company seal is used so that the signatory becomes authorized to sign the documents on behalf of the company.

Am I right, seniors? :)

Archna

Hi Archana,

You are right on reference numbers. Company seal on letterhead is not required. The reference to the requirement under the Companies Act is more relevant to shares, agreements, and bank transactions.

The round seal usually kept under security needs to be affixed on the document. In normal parlance, seal refers to the rubber stamp. The affixing is required only when the signature has to be fixed on authority received in writing, and 'for' cannot be typed. Otherwise, it is sufficient on letterheads where it is typed at the bottom, and the signatory binds himself on behalf of the company.

hrg-rajaram