How Should I Handle a Request for Duplicate Experience and Relieving Letters?

Dear Seniors,

Greetings of the day!

In my company, one employee resigned in Feb-2009. We issued him experience and relieving letters; however, he is now requesting another copy as he has misplaced the original.

Kindly guide me on the process I should follow. Should I mention "duplicate copy" on his letters? Please guide me, and if you have a sample, do help me with that.

Thanks in advance.

With regards,

Deepmala

Hi Deepmala,

The copy of the letter might be with HR. It's better to take a Xerox copy and give it to him. No issue, even if he wants it in the original, then ask him to provide it in writing. After that, prepare a similar letter, issue it, and write a note on the same enclosing his request letter and file.

Thanks and regards,
Kameswarao