Can an Assistant Manager Sign HR Letters with Verbal Approval, or Is Written Authorization Needed?

Hi,

Please advise, can an Assistant Manager - Admin sign all HR-related letters, such as appointment, promotion, increment, warning, etc.?

Is verbal authorization sufficient to sign these letters, or should we provide written authorization? If written authorization is necessary, could you please provide a format for the same?

Thanks

Hi,

You can only sign any official papers if you have required approvals from the relevant heads, i.e., Head HR and your function head. Also, if you have a job description that clearly specifies your level of authority. Do not sign any paper in the absence of clarity, as you are representing your organization to the outside world by signing any such document.

Hi,

You can only sign any official papers if you have the required approvals from the relevant heads, i.e., Head HR and your function head. Additionally, ensure that you have a job description which clearly specifies your level of authority.

Do not sign any paper in the absence of clarity, as you are representing your organization to the outside world by signing any such document.

Hello,

You can sign only those official documents on which you have prior approval from your HR head or if something is mentioned as part of your job description in writing. Please do not sign the document without written authorization.

Best Regards, Sakshi Agarwal

Hello Shweta,

Any person who has to sign any letters on behalf of anyone has to get written authorization from the concerned person for whom he/she is signing on behalf. Without written authorization, any signatures, notices, circulars, memos, etc., will not be valid.

If it is regarding the HR Department, obtain approval from the HOD-HR and authorization from the employee for whom you are signing on behalf.

I think an approval from the HR head or the immediate superior is very much required for different issues. However, it should vary for verbal and written matters depending on the situation.

Sidharth

Dear Friend,

Kindly understand the roles and responsibilities of HR professionals first. Apart from HR professionals, nobody has the right to sign in or interfere in HR-related aspects. However, in many small organizations, administrative personnel are getting involved in HR-related assignments, showing interference that should be avoided.

Best Regards,
Marlia

Hi,

The person who has to sign the letter related to HR functions must have written authorization from the head of the HR department.

Guys, Head HR is different from Head of HR - remember that.

Again, whoever gives you permission, the person for whom you are signing on behalf has to authorize.

There are standard operating procedures (SOP) for all HoDs, and the necessary instructions/guidelines for functioning or job descriptions must be included in the Manual of SOP. This should specify the detailed job description of an AM HR. According to the current level of authority followed in all companies, an Assistant Manager HR cannot sign appointment letters; it should be signed by the HoD only, meaning Head-HR, VP-HR, Manager-HR, etc.

Maheshb79hr reminds us, "Head HR is different from Head of HR - Remember that." Additionally, whoever gives you permission, the person for whom you are signing on behalf has to authorize.

Dear,

Yes, unless you are authorized by the concerned authority, you cannot sign these documents.

Please note that to sign papers of appointment (appointing authority) or any other papers which have legal entity and can be questioned in courts should be supported by Board's Meeting Resolution and the concerned individual should have the power of attorney to exercise the same. The Head of HR may not necessarily have the same powers to do so.

Hope this is clear.

Hi All,

Thank you for your input; it is really appreciated. Could you please forward me a job description for an HR and Admin Manager role? In my organization, I am currently handling both responsibilities.

Thank you.

Shweta,

Just check the search tab on citehr.com, as you may find much more information than you expect regarding the job profile.

Progressive and professional organizations have a document mentioning the authorities, powers, and limits of each designation. Anybody occupying that particular designation has those powers and authorities. This document is reviewed and amended from time to time as per needs and circumstances.

This document can be very exhaustive and detailed. Just to give you an example:

- Who can sign cheques (there could be sub-limits up to Rs. 10,000, up to Rs. 50,000, etc.)
- Who can sign Purchase Orders
- Who can authorize Plant Shut Down for maintenance, etc.

You can introduce such a document in your company. If not for the entire company, at least for the HR department.

The point is you will have to take the initiative to introduce and implement systems and processes if they are not in place. There is no harm and nothing wrong if an Assistant Manager signs important documents, but make sure that he is formally given that authority, and everyone in the organization is aware of this through the authentic document approved by management.

Guys Guys... Shweta has not made it clear if she wants to sign it on behalf of someone superior OR if she wants to sign the letter herself out of conviction. Obviously, if there is no greater superior in your HR, then you can of course sign the letter subject to an intimation to your reporting superior (director, CEO, or Proprietor, etc.). Taking permission for signing is required only when you are not authorized to sign it. Signing is a formality that follows behind the intimation of the action that you plan to undertake to all concerned parties.

Regards