How Can I Get a Hard Copy of My Cognizant Offer Letter for My New Job?

Struggle - Hard Copy of Offer Letter/Joining Letter – Cognizant

Dear Seniors and Respected HR Professionals,

I would like to understand your expert opinion, comments, and guidance on how to proceed with the following situation.

I worked at Cognizant Technology Solutions and left in 2008, moving to another company. It was a normal resignation and exit. Now, I am switching jobs from my current company to a new employer in the next few days.

However, it seems I have misplaced the original hard copy of the Cognizant-issued Offer Letter/Joining Letter. The new employer requires the original offer letter as a mandatory document as part of the HR verification for the onboarding process coming Monday.

For the past week, I have been trying to reach Cognizant HR in Chennai. I spent three days almost dialing 100 times to their board number 044 4209 6000, and every time the operator transfers the call to HR, nobody picks up. The direct number is not available to me. The call goes to a voicemail that is full, so no message can be left. After three days of trying, I begged the operator to at least connect me to someone in HR as my career is at stake. After much pleading, I was connected to one HR person in Chennai.

First, the person (who refused to provide his name, email, or direct callback number) told me that once relieved from services, Cognizant does not issue any letters. I explained the situation and begged for reconsideration. He asked me to write an email to [Email Removed For Privacy Reasons] and explain the situation. I confirmed with him whether this email is actively monitored and whether I would get a reply. He said yes but refused to give any further contact details.

I explained the whole situation, and for the past few days, I have been writing emails, but nobody is replying. Now, trying to call is not working as the operator transfers the call to HR, which is never picked up.

I am just left amazed that with such a big and process-oriented company with many great professionals, why is this happening? It's impossible to even reach HR and get a response. I wonder whether the human aspect of resources is being ignored or if it's just happening to me. I believe that Cognizant is a great company, but it seems HR is out of reach.

I am attaching an email extract of my emails to them for which no response has been received.

From: [Email Removed For Privacy Reasons]
Sent: [Date Removed For Privacy Reasons]
To: [Email Removed For Privacy Reasons]
Subject: RE: URGENT Help Needed Please
Importance: High

Hello Sirs,

I have been trying to reach you via the operator on the Cognizant Chennai number 044 4349 1000, and unfortunately, I am not able to connect, although the operator has been transferring the call to the HR team multiple times. I do not have your direct extension number. Please see my request below and kindly assist at your earliest. I will be in a very difficult situation and have to produce the letter below coming Monday at the new employer's office.

Apologies for emailing again, but I have no other way to reach you via phone. Anxiously awaiting your reply and help.

Thanks & Regards,
[Name Removed For Privacy Reasons]

From: [Email Removed For Privacy Reasons]
Sent: [Date Removed For Privacy Reasons]
To: [Email Removed For Privacy Reasons]
Subject: FW: URGENT Help Needed Please
Importance: High

Hi Cognizant HR Team,

My apologies for writing another email on this at such a short interval. Your kind assistance is earnestly requested as my new job is at stake, and a little expediency will definitely save the situation. I do not have any direct HR desk number and was able to speak to someone last Friday after trying through the operator innumerable times on Thursday and Friday. Hence, writing through this email again. Please issue me a hard copy of the Offer/Joining Letter duly signed. Again, my sincerest apologies for the inconvenience and pressing for urgency.

Thanks & Regards,
[Name Removed For Privacy Reasons]

From: [Email Removed For Privacy Reasons]
Sent: [Date Removed For Privacy Reasons]
To: [Email Removed For Privacy Reasons]
Subject: URGENT Help Needed Please
Importance: High

Hi Cognizant HR Team,

I am a Cognizant ex-employee and left Cognizant on [Date Removed For Privacy Reasons]. Hope you are all doing well and fine. I need help from Cognizant HR/your team, please. I don't have the Original Cognizant Offer/Joining Letter (issued to me when I joined in [Date Removed For Privacy Reasons]). My parents back in Kolkata were also not able to find the original Offer/Appointment Letter. It certainly seems misplaced by us. My most humble apologies for the same. Please issue me the hard copy of the Offer/Joining Letter duly signed.

The reason I am asking is that I am joining a new employer, and one of the requirements as part of onboarding is to have the original letter produced on the first day for HR verification. This is a mandatory requirement, and hence my humble request and urgency. I have the original Cognizant Release Letter with me. I am attaching the Cognizant Release Letter scanned copy for your ready reference. Additionally, I do have ONLY the scanned copy of the Cognizant Offer/Joining Letter, which I am attaching as well. I again am absolutely sorry for the mistake and inconvenience caused.

I am also noting below my Kolkata residential address on which the same may please be posted.

[Address Removed For Privacy Reasons]

I was able to speak to someone from Chennai HR on Friday, May 3, 2013, and he suggested I write to this email. Let me know if I need to call you to discuss the same.

Thanks always for all help and assistance.

Thanks & Regards,
[Name Removed For Privacy Reasons]

Please assist me.

Thank you for your understanding of the situation. I was feeling so low and down because I am not getting any response. At least your response helps in sharing my feelings. I know I am at fault here in losing the important piece of paper. I have been traveling for the last 6 years for projects extensively, and by mistake, it has certainly been misplaced.

I will definitely try to convince my new employer, but a little help from Cognizant would have really assisted so much. The main issue is that nobody is reachable, and hence I have no means of representation or requesting in any other way. I am sure there are many great professionals in Cognizant HR, but somehow the interface to reach them is totally blocked.

Sometimes I wonder if all great talks are a waste if such basic help cannot be extended.

Not sure if they issue a duplicate offer letter. They certainly do the same for relieving documents. Did you check your email? We usually receive a soft copy of the offer via email for acceptance. The hard copy is shared on the date of joining. Not sure if this will help. We often forget to check our resources when under pressure.

Regards, L&D Master

They should be able to provide you with a duplicate letter. Maybe you should try to personally visit them and explain the situation (if you are in the same city)? My other suggestion would be to make a soft copy of all important documents and store them in a web drive that could be accessed by you from anywhere.

Thanks,
Vasanth

This case is really surprising. HR of an organization should always be available to all employees. We empathize with your situation and hope for the best. I suggest that maybe you can try and locate any of your Cognizant colleagues who are still working there. They will be able to get in touch with the concerned HR and discuss your case. Maybe this would work out a way for you. All the best.

Regards, Lopamudra.

It's typical. I doubt as well that they will issue another letter. However, if you have a copy of it with you, you can bring it to the office, and they may stamp it for you as a verified duplicate.

Also, you mentioned that you worked there and left normally. Do you have any contacts with someone influential in the company? Any senior management person? They can help expedite the process. Sometimes, they can assist in getting the process in place if it is not a standard practice. Please try to reach your previous manager. It would be faster than approaching HR directly.

If you continue complaining, you will likely receive no response. In your pursuit emails, maintain a requesting tone and simply mention how you have been trying to reach them. Avoid mentioning how they are not responding or what you expect them to do.

Best of luck!

Best Regards,
Amod.

I am surprised that the new employer is asking for the original offer letter from a company you left many years ago. Generally, the relieving letter should've been adequate.

Based on your posting of May 7, your date of joining the new company would have been today. I hope you have handled the situation. I suggest updating the members.

Regards,
TS