Hiring Off-Roll Employees: What Documents Can We Accept Without Offer Letters?

Document Requirements for Off-Roll Employees

An off-roll candidate with 3 years of FMCG experience is keen on joining our organization (on the company's rolls). Being an off-roll employee, he does not have an offer letter, appointment letter, salary slips, or relieving letter. When hiring this candidate or any other off-roll employee, what are the documents that can be considered? Can any other alternate documents be accepted (under HR norms)? If yes, what would they be?

Awaiting your suggestions...

Regards,
Shwetha

Hiring Contractors or Consultants

Assume the candidate as a contractor or a consultant; you can hire him or her by certifying him/her as a consultant/contractor. With regards to other documents pertaining to qualification, photo identity, etc., these can be collected.

Hiring Freshers

What if a candidate is a fresher? You won't hire? Treat accordingly.

Candidate Information and Employment Verification

Three years ago, how was the candidate informed that he needed to join this role? How has he been paid so far? Was the candidate on a vendor payroll? The internal memo can work as proof.

Ms. (Cite Contribution) is right! There should have been one "Vendor"; you must have put him on the said job. There should also have been some sort of written communication. If not, you may also consider a citation letter from his FMCG Company that he worked for. All the document copies pertaining to that individual can be hoarded for further reference.

Dear (Cite Contribution) & Sharmila,

The candidate was paid his salary only in cash (zero documentation). Additionally, he got this job through word of mouth; hence, there is no proper offer letter or appointment letter from the distributor. The distributor has also denied the candidate an experience letter.

Consideration of Resignation Acceptance Mail

Will a resignation acceptance mail from the candidate's immediate reporting manager be considered, with the seal of the distributor?

Kindly advise.

Thank you for your suggestions!!!

Regards,
Shwetha

Hiring an off-roll candidate is not a big problem. The issue lies in your thinking. Treat him as a fresher and give him a letter as a trainee for a period of 3 to 6 months. Put a solid check on his work and his commitment towards the work allotted to him. You can regularly review his performance and then decide on giving him a permanent position. Just because he does not have any experience letter, you may lose a good candidate for your organization.

Checking Credentials

To check his credentials, you can ask for his:
1. Original qualification certificates.
2. PAN card.
3. A reference from 1 or 2 people who know him and hold good positions.

By giving him a chance, you will improve his life and that of his dependents. Take some calculated risks and move forward.

Thanks.

Manager is taking into account the 3 years of the candidate's experience and is willing to provide an acceptance of the resignation submitted by him, which can very well be taken into consideration for your records. I understand your concern, as it is beneficial if certain documents are possible to collect for future prospects.

In case documents are not available for his tenure, you may always consider him a fresher as long as he is okay.