Appointment Letter- 2 Original Copies Are Must!

Hi,
I need to know the exact reason, why companies issue 2 original copy of Appointment letter, 1 for new joinee and other one for employee file, any specific reason behind that, or we can have 1 original copy for new joinee and keep a signed photocopy in the file. Please suggest the right and legally acceptable way of managing this issue.
Thanks
Monika Marwah

Hi Monika..
Yes one for joinee and one to place in his personnel file as an acknowledgment that we have issued the appointment letter.
Regards..

Dear Ms. Monika Arora,
It is always good to take two originals, hand signed by the authorised signatory. Well, it depends if the employer wants a photocopy to be filed. It will help save the information of employee acceptance in either ways.

Hi, Thanks Sharmila & Sainath, for your response. Appreciate it.
Just want to know, it is good to have or it owns some legal implication too.
Thanks
Monika

hmm I dont think so there is some kinda legal thing about it.. Because we take one more copy with signed by employee to make sure that he is accepting the obligations and regulations of ORG.

Ms. Monika,
As per statutory part the fixation of salary will be applied in appointment letter so probably we have to get acknowledgement from the duplicate copy and keep it in employee file, it means that we are issued the appointment letter from this date,desig,dept as well as salary with company norms...

Dear Monika
The reasons :
1. Historical / Legacy system
2. Photocopies (toner ink) may not be durable or last for years
3. appointment letter is an important document and must be preserved well, in case of any disputes/court cases it needs to be presented to the authorities
However, these days many companies are taking photocopy and taking signature of the candidate as a token of acceptance; and keeping it as office copy for their records. this is to reduce cost, as Appointment letters in original are printed on company letterheads and in good stationery.
Your suggestion is good and can be implemented in your company upon approval by top management.
Warm regards.

When the procedure was set there was no concept of photocopy.
So we needed to Have 2 originals
Now we have photocopy, but the the process remains the same (like the monkeys in the zoo)
Both printer and photocopiers use the same thing - toner ink. So there is no difference from that side.
We print 2 copies as taking a photo copy is another effort we are too lazy to make :)

Dear Monica,
Please note that only one original document will be available in any Office and several true copies or xerox copies are available for filing and usage purpose. In case, we lost the orginal document, we will get a Certificate with a seal of DUPLICATE. As such, we will serve original appointment letter and to file duplicate copy duly signed by the employee as a token of acceptance. I hope your doubt is cleared.

Two originals are prepared as an abudantant precaution to prove documentary evidence,in the event of a future dispute.
Original will be treated as a Primary evidence and copy as a Seconday evidence.Hence ,taking two originals will protect the interest of both the parties.