Why Do Companies Issue Two Original Appointment Letters? Seeking Legal Insights

Hi, I need to know the exact reason why companies issue two original copies of the appointment letter—one for the new joinee and the other for the employee file. Is there a specific reason behind this practice, or can we have one original copy for the 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

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

Regards,

It is always good to take two originals, hand-signed by the authorized signatory. Well, it depends on whether the employer wants a photocopy to be filed. It will help save the information of employee acceptance in either way.

Regards

Hi, thanks, Sharmila and Sainath, for your response. I appreciate it. I just want to know if it is good to have or if it carries some legal implications too.

Thanks,
Monika

Hmm, I don't think so. There is some kind of legal requirement regarding this. We obtain an additional copy signed by the employee to ensure that they accept the obligations and regulations of the organization.

As per statutory regulations, the salary fixation will be outlined in the appointment letter. Therefore, we will need to obtain an acknowledgment from you for the duplicate copy, which will be kept in your employee file. This signifies that you have received the appointment letter indicating your designation, department, and salary as per company norms.

Kind regards,
[Your Name]

Reasons for Issuing Two Original Copies of Appointment Letters

The reasons are as follows:

1. Historical/Legacy System
2. Photocopies (toner ink) may not be durable or last for years.
3. An 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 a photocopy and obtaining the candidate's signature as a token of acceptance, keeping it as an office copy for their records. This is to reduce costs, as appointment letters in the original are printed on company letterheads and good stationery.

Your suggestion is good and can be implemented in your company upon approval by top management.

Warm regards.

The Evolution of Document Handling in Companies

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

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 purposes. In case we lose the original document, we will obtain a Certificate with a seal of DUPLICATE. Therefore, we will provide the original appointment letter and file a duplicate copy duly signed by the employee as a token of acceptance. I hope your doubt is cleared.

Regards,

The Importance of Two Original Documents

Two originals are prepared as an abundant precaution to provide documentary evidence in the event of a future dispute. The original will be treated as primary evidence, and the copy as secondary evidence. Hence, taking two originals will protect the interests of both parties.

Thank you so much for your inputs and the time taken; I really appreciate it. As a matter of fact, I will start getting two original copies—one to keep for the record and another one for the employee.

Thanks,
Monika Marwah

Importance of Maintaining Original Documents in Employee Files

Any establishment should maintain a hard copy file of individuals called a personal file for every employee. This file should contain all correspondence with the employee concerned. The appointment letter, being the initial mutual agreement, requires keeping the original copy in the employee's personal file for potential use in any litigation or legal matters. This is important because, in most cases, courts specifically request original documents. Having one original copy in the file, with the employee's original signature acknowledging the terms and conditions of the appointment, signifies their acceptance of those terms. Therefore, it is not only the appointment letter that should be properly acknowledged and filed; all correspondence should be as well. Many times, electronic, scanned, or xerox copies are not accepted.

Regards,
Kumar S.

Getting two originals means a dignified way of keeping our records. Usually, for the second copy, we will not be using good quality paper. An appointment letter issued to an employee should be maintained even after the employee leaves the organization for a certain period of time. If the records are not properly maintained, the organization will be in trouble with the statutory departments, especially the labor department.

Regards,