Appointment Letter - Appointment Letters [Thread 13297]

Hi Neeta,

I have joined a new IT recruitment company. We don't have a proper HR department as yet. I am the only one who joined recently, and since I am at a junior level, I am not authorized to sign the appointment letters.

My question is, how correct is it for any high-level person of the company to sign the letter by changing his designation, which is different from the one on his appointment letter?

Help, please.

Neeta.

Hi Neeta,

I am not very sure whether changing a designation like the way you are mentioning is very ethical since the designation does not exist (which is what I understand). But yes, in my previous organization, let's say if the senior was on a long leave, then the mid-manager level guy used to write "for" on his name (which is printed on the letter) and sign, but that was more like the power sanctioned to him by the boss.

Regards,
Sunaina

Dear Neeta,

First, as someone in HR, you should not allow these kinds of practices. You, as an HR professional, are responsible for implementing and maintaining procedures and systems. If you break them, nobody will follow them.

Second, you can use your authority while signing instead of involving higher authorities if you have the permission.

Third, a person authorized to add, modify, or alter the workforce should ideally be responsible for signing the appointment letter. In their absence, written communication must be circulated to all employees, specifying the rank or designation of the authorized signatory. Anyone above that designation or rank can sign the letter, but typically, one person, often the Head of the Department or Head of HR, is entrusted with this responsibility.

Regards,
SC

Hi Neeta,

Swastik is right. Please do not fiddle with appointment orders as you like. There are some set of principles to follow, and anybody cannot sign an appointment letter unless authorized to do so. Also, signing on behalf of someone is to be avoided as far as official orders are concerned (not general circulars). Those who are in top positions, either in HR or in the organization, are generally authorized to sign the appointment orders.

Regards, PRADEEP

So, should it be okay for my Senior Manager of Business Development, who is heading the entire operations in India, to sign the letters.

Neeta.

Hi Neeta,

I think Swastik is right. HR today plays a very critical role in every organization, and anything related to the employees should ideally be routed through HR. Appointment letters are the essence of HR.

Regards,
Sunaina

Dear Neeta,

Yes, he can do it. Just remember one thing: any change in manpower strength, including filling up of vacancies, must have written approval from the person to whom your Senior Manager reports. It would be better if that sanction comes from the level of Director or the Owner. This must be done to protect and check any deviation from the actual needs.

Regards,
SC

I want to know how to write a letter asking for an appointment with our college secretary. Can you please help me out?