How Should HR Handle Increment Letters When Boss Refuses to Sign for Back-office Staff?

Dear Seniors, I want to discuss an important matter with you. I am working in a Pharma company as an HR Executive. One of my colleagues received an increment. As per procedure, we issue an increment letter to the field staff if they receive an increment.

However, my boss doesn't want to issue anything to back-office staff like an appointment letter, salary slip, and others. My colleague wants to receive an increment letter, and I prepared it for her. But the boss refused to sign it and questioned why she wanted it, mentioning they would only provide a visiting card.

This situation is concerning. It doesn't seem right at all. Please advise me on what steps we can take in this situation.

Thank you.

Subject: Increment

Please check whether the back office staff are contract staff, which means employees supplied by a contractor to do the work of your establishment for a certain period. In that case, they will not be employees of your company but the employees of the contractor. You need to ascertain the status of the back office staff and discuss with your boss the precise reason.

Regards,
B. Saikumar
HR & Labor Law Consultant
Chipinbiz Consultancy Pvt. Ltd
Mumbai
[Phone Number Removed For Privacy Reasons]

Addressing Increment Letter Concerns

Back office staff is not on a contract basis. I know the reason behind this. The boss thinks that if he provides an increment letter to employees, then it is easy for them to join another company, and they will have proof from the company.

How can we argue this point with our boss? Should I argue or not?

Regards.

Subject: Increment

Dear Bandanaji, in most firms, increments are given to all employees together in the month of April every year. Newly joined employees who have completed at least six months of service in the present firm are given increments individually. We do not issue any letters to employees for increments.

However, if any employee asks for a letter for an increment, you can discuss it with your boss. If he agrees, only then can you issue a letter; otherwise, not. In my opinion, issuing such letters to employees should not be a common practice.

Regards,
Dilip Kumar
Manager HR

Mr. Sai Kumar is absolutely right in his points legally. The facts mentioned above reflect that everyone is true to their statements. However, I feel that if a company has its policies in place, the issue can be directed towards such policies. I'm sure that a company with stringent policies and strategies in place will never allow such issues to develop. So, Miss Bandana Ji, you can always refer to such policies if you can.

Thanks and warm regards,
Bijay
[Phone Number Removed For Privacy Reasons]

Essential Documents Provided by Companies to Employees

Any company needs to provide the following documents to its employees:

• Letter of Offer
• Letter of Appointment
• Salary slips (either softcopy or hardcopy)
• Letters of increments and promotions

These documents are required by an employee not only as proof of employment but also to apply for credit cards or loans. I hope this will help. Have a great day and take good care of yourself.

Regards.

In my opinion, a company should provide an employee with an increment letter or an appraisal letter. This is a way to keep your employees motivated, and motivation is one of the best methods to retain them. If you fail to provide these letters out of fear that your employees will leave the company, it will surely demoralize them, leading them to search for better opportunities. As the saying goes, "happiness lies in overcoming fears."

I suggest discussing this matter with your boss and hoping for the best.

Dear Bandana,

Because this is the way to keep your employees motivated, and motivation is one of the best methods to retain an employee. Just because of the fear that your employee will leave your company, you are not providing them with these, this will surely demoralize them, and they will search for something better. It is well said that "happiness lies in overcoming fears."

Documenting every action or decision of yours is one of the keys to success in the HR department. Giving documents is mandatory, and you have no choice in this regard. Providing mandatory documents to your employees has nothing to do with the motivation of an employee. Tell your boss that they need the documents to apply for a credit card or loan.

Regards.

I myself have gone through this situation. I also worked in this type of company where the management was not interested in issuing any kinds of letters, whereas the field staff was given every other kind of facility. As per my experience, these types of companies don't have any management practices. They just have opened shops like companies, and exploitation is the main priority of these companies.

Regards,
Vikas
HR

I have completed 8 months in the current company and didn't get any increment, and you are saying that the increment has been given after the completion of six months. I don't think so...

From my point of view, providing an appointment letter or any other documents related to employment is a must. How do you pay salaries to your employees?

Thanks,

Regards,
BR Pratheep

If employees are not on contract, then your boss is making a significant mistake. Employees can provide salary proof in any form, such as a salary slip or bank statement. Even if the salary is paid in cash, employees can still demonstrate their skills in an interview and negotiate a better salary at their next job.

People cannot be managed through fear but through reason. Encourage your friend to keep a bank statement or salary slip as proof. The most reliable evidence is not letters or a salary slip but a bank statement.

Regards,
Sharad