New Job in India: What HR Documents Should You Expect and When?

Hi forum,

I am from India and currently an employee of an organization. I am seeking information on the necessary documents that should be obtained from HR upon joining the company. Specifically, I would like to know if documents such as the offer letter, engagement letter, and employment letter are required in a specific sequence. Are there any additional documents besides these? Furthermore, what information does each document entail, and which ones require signatures from both myself and the company management?

Could you please provide a detailed list indicating the order in which each document or letter should be received?

I would greatly appreciate your assistance with these inquiries.

Thank you in advance,
Rahul

Hi forum,

This is Supriya, I'm an employee. The following documents can be submitted for joining formalities:

- ID proof
- Address proof
- Educational certificates
- Experience certificates like resignation letter or offer letter (not for freshers)
- Photographs

Thank you.

Documents need to be enclosed for joining.

Hi forum,

This is Supriya, I'm an employee.

The following documents can be submitted for joining formalities:

- ID proof
- Address proof
- Educational certificates
- Experience certificates such as resignation letters or offer letters (not for freshers)
- Photographs

Dear Supriya,

I "THINK" that Rahul is not asking what documents he has to "SUBMIT" to HR at the time of joining; he is asking what documents he has to "TAKE" from HR at the time of joining. (Rahul, correct me if I am wrong, and Supriya is right. If I am wrong, please ignore the details I have mentioned below.)

Dear Rahul,

At the time of joining, there are not too many documents that you have to ask from HR. The two most important will be the "Offer Letter" which can also be said as "Letter of Engagement" or "Letter of Intent," which just signifies that the company has offered you a job. You have to sign two hard copies, one for HR and another for you.

On the same date or maybe after a couple of days, you will get an "APPOINTMENT LETTER" which will be a more detailed letter consisting of all the terms and conditions that will govern your employment with the company, whether you are a permanent employee or a temporary employee. This is another very important letter that confirms your employment status. It depends on whether you have to sign every page of the Appointment Letter or just one at the end after thorough reading. Again, one copy for yourself and one for the company records.

Just remember that both the above documents are not standardized and depend on the company. For example, some companies will give you one letter that serves as both the Offer and Appointment Letter, while another company may provide two separate letters. Similarly, if someone is taken as an "INTERN" or "SUMMER TRAINEE," a different letter will be issued.

Make sure to ask for the letter, whatever the company names it, that consists of all the terms and conditions of your employment and clearly declares you as an employee of the company, mentioning your salary details, probation period, etc., if you are going for permanent employment.

Apart from these important letters, there may be more documents, but they will vary from company to company, and an HR person from that company can provide better details. (e.g., Background Verification Form, PF Forms, Personal Detail Forms, etc.)

For example, quite a few companies issue a separate "LETTER OF CONFIRMATION" once the employee successfully completes the "PROBATION PERIOD," while other companies mention it in the Appointment Letter that upon the "SUCCESSFUL" completion of the probation period, the employee will be "deemed" confirmed, and no confirmation letter will be issued separately unless there is an extension of the probation period.

Thank you.