Is It Normal for Companies to Ask for Appointment Letters Back If You Don't Join?

I had accepted a job offer by signing the appointment letter, and my joining date was after a week's time. The letter mentioned that "the appointment is in effect from the date of joining duty, latest by <date>."

A day before my joining, I informed the consultant (who was in touch with the HR) verbally about my decision of not joining, specifying the reasons. After this, I did not receive any call from the HR/Consultant.

Two days after the joining date (I did not join the organization), I am asked by the consultant that I will have to return the copy of the appointment letter to the HR.

Understanding Industry Practices

I would like to understand if it is an industry practice to take the appointment letter back in such a case and what would be the probable reason behind it. I am informed by my consultant that they want the letter back to prevent any misuse of it. Any information on this would be helpful.

The decision of not joining any company is solely up to the individual, while a company has its own criteria regarding legitimate backgrounds. It depends on companies whether they allow the candidate to keep the appointment with them or not. Many retract the offer letters if they suspect the candidate might misuse them for unethical reasons. Contingencies in job offers are usually formalities, but at times, they can pose a real challenge to both the employer and the employee.

Instances of document misuse have been observed intermittently. Therefore, certain procedural formalities must be followed for the mutual benefit of both parties.

Thank you.

You should return the appointment letter you received. Their apprehension may arise if someone claims to have the appointment letter but has not received the salary for this month, and the company is refusing to pay. This issue can be addressed, but not without some trouble.

Offer Letters vs. Appointment Letters

It should be noted that at this stage, offer letters are generally issued rather than appointment letters. They should have issued an offer letter with a specified expiry date.

To demonstrate good intentions, you should return their appointment letter.

I don't find any strong reason for your dilemma in refusing to return the appointment letter. (Are you sure it's only an appointment letter and not an offer letter?) But strictly speaking, it's your copy of the appointment letter, and you have the right to retain it. How come the appointment letter you signed is still with you? It should have been collected by them, is it not? If the last date to join duty has already expired and you did not join within the expiry date, it automatically lapses with no right to claim it back. To close the issue, you can simply send a letter to the consultant, informing them of your inability to join the post. That should suffice.

Regards,
Kumar S.

Hi Neha, I am a little in doubt about the intention behind asking this question. Are you only curious to know if it is normal to ask for the appointment letter back, or do you not wish to hand over the appointment letter back to the company? For the former reason, these days many companies ask for the appointment letter back from candidates who do not join. Appointment letters are meant for people who are working in the organization; the rest can have an offer letter but no appointment letter.

I had an employee who came to collect his appointment letter, and his joining was the next day. He informed us over a call that he wouldn't join. It was fine; it was his decision to join or not, but we asked him to send us our appointment letter so that we can keep it in our records that the offer was canceled without prejudice. He handed it back. If you do not wish to hand over the letter back to the company, may I ask the reason for it?

When you have decided to reject a job offer, you may want to let the employer know in writing that you are declining the offer. Your letter should be polite, brief, and to the point. You don't want to burn bridges, as this employer may have a better offer for you down the road. So, don't get into any specifics.

What to Include in Your Rejection Letter

• Thanks and appreciation for the offer
• Written rejection of the job offer

Include your contact information and phone number, even though it is on file with the employer. Make sure that your letter is well-written and does not contain typos or grammatical errors. Even though you are declining the job, you want to ensure all your correspondence is professional.

Being an HR professional, I clearly understand why the appointment letter is being asked back. However, when you send this mail, it would suffice. It's a backup that will be added to your file.

Regards,
Faye.

Though there is no rule or law by which you ought to return the Appointment Order (AO) to the originating company, they may be right in asking for the appointment in their way to prevent the misuse of the AO by you in the future.

In your case, when you are not interested in joining the concerned company that sent the AO, what is the necessity to hold onto the AO? It would be best to send it back. If you do not report by the specified date within which they have asked you to do so, the AO automatically becomes void for both you and the company.

Keeping the AO with you will not provide any additional benefits, so please send it back to avoid any consequences. For any further doubts, please email me at my personal ID: [Email Removed For Privacy Reasons].

Regards,
Venkat
Bangalore
[Phone Number Removed For Privacy Reasons]

If you are not joining the organization for whatever reason, the appointment letter should be returned to the concerned HR, or at least couriered back if you are unable to return it in person.

I agree with Mr. Kamal Kant Tyagi's view. Thanks, Mr. Kamal Kant Tyagi, for the good suggestion and clear view.

Dear Neha, you should return the appointment letter if you are not joining the organization.

Regards,