How Should I Handle Being Blamed for Not Issuing Letters When I Lack Authority?

I don't have full rights to generate letters such as an offer letter, etc. An employee just used slang words and comments during a telephonic conversation because he is not receiving any experience letter or acceptance of his resignation. I have been strictly instructed by the M.D. not to issue any kind of letter to anyone and always to take permission before doing so. As a junior-level employee, I accepted this. However, this employee said, "M.D. told me that you have full rights, etc., so why are you doing so?"

Additionally, I don't even have a printer to generate any letters or an internet connection to use even if I asked for it many times. If I exclude this, my overall experience was good here, but I found many other employees are not happy with management, and that includes me too, even though I don't have such decision-making authority.

What Should I Do If It Happens Again?

Is it normal and common among other organizations too? (The employee mentioned here has not given any notice period to the company, that's why M.)

Please let me know if you need any additional assistance.

Regards,

If you also have rights, you cannot issue any letter until and unless your MD gives you approval for the same. Secondly, if the said employee has not given a notice period, tell him clearly that you will not issue him any letter. Communicate everything to your MD and also to the employee.

Regards,

Subject: Re: I Don't Have Full Rights to Generate Letters Such as Offer Letter etc

If you had the rights, you still cannot issue any letter until and unless your MD gives you approval for the same. An important thing to remember is always to show respect to your MD as he is your senior. Another crucial point to consider is that your MD is the reason why you have access to all the facilities, whether fewer or more. Additionally, it was your choice to join this company - no one forced you. Following Mayour Shinde's advice to communicate everything with your MD should be your first step. Never assume that he doesn’t grant you authority. It is his grace that you are still part of his company, even when faced with negative comments about him.

Focus on your tasks without worrying about prestige, as office politics can be challenging. Be diplomatic in handling office matters.

You will see the results within 5-6 months.

Your problem is related to company policies. Your Managing Director and other seniors in the company are the people who will guide you if you discuss with them and seek proper approvals and sanctions through the correct channels. Being in HR, the HR field entails more than just authority and rights. Please perform your duties and you will receive everything in due time. Ego is the biggest enemy; do not carry it. Let us learn professionalism and ethical practices in the industry.

Regards,
Bijay
Pune

Summary of Key Points

From your post, I can summarize only two valid points:

• Using slang words/comments on the phone: Police complaint - Employee cooling heels in jail.

• Not giving an experience certificate: MD/Company/Management has a proper reason that the employee did not serve the notice period.

I feel you are not mature enough to be in HR. In your post itself, you have mentioned the reason why the MD is not giving the experience letter. You have totally gone off track, like telling "I don't have internet and I don't have a printer," which literally makes me laugh anonymously.

All you have to do is quote the rule to the employee, the rule which mentions the notice period. Since he has not followed the documented company policy, the company can't issue an experience letter. We are all representatives of the company, and the company, a non-living entity, exists based on the decisions made by us. So, we should only follow the documented rule instead of wondering why the MD is not giving experience letters. If every rule is followed and the MD/Management does not have any valid reason to withhold the experience letter, but still, if they do, it means some personal enmity between the MD and the employee. This also has to be dealt with some maturity, which differs from case to case.

Well, some topmost management personnel often use HR as a source to 'off-load their own blame'. This is common, especially in the private sector and SMBs where there is insecurity among employees, including HR. Many times, HR becomes the "bali-ka-bakra" and is helpless as people just won’t believe them. The facilitator role of HR between management and employees is seen differently by different groups. Management feels HR is their servant, and employees feel HR is the management (aka "chamcha"). Both notions are wrong, and it would take tact and diplomacy by HR to pass safely through this narrow gap between management and employees.

The best part is to bring in the reporting supervisor of the concerned employee into play. If the reporting supervisor is the MD himself, then get him involved. You can explain to the employee that, subject to the approval of the MD, you are willing to cooperate with the employee regarding the experience letter. Tell the employee to sort out his/her differences with the MD and meet him personally. Make him understand that you are working under instructions. There is no need to doubt that you—the HR—are holding back letters, as you are not authorized to do so. Moreover, since you are not the reporting supervisor, there is no good reason why you should hold back the experience letter of anyone, for that matter.

Don’t over-explain. If the employee understands—well and good. If not—forget it. Let him think whatever—maybe abuse or threat or anything—this might, in fact, strengthen your resolve not to give him the letter. Part and parcel of being HR. Experience will teach you to move over.

There is nothing unusual about your MD's instructions to you, your exiting colleague's arguments, or your inability to act as you described in your post. This is the same case almost everywhere, including in government or private sectors. You may be surprised that even in a proprietorship firm, such things happen.

So don't feel sorry for yourself. You will get accustomed to such situations soon. Remember - the boss is the boss.

Regards,
Kumar S.