Challenges with FnF Settlement, Experience Letter, and Communication in HR Processes

Hi,

I worked in this MNC for 11 months and got relieved on 15th August (after giving proper notice and serving the full notice period as mentioned by them and handed over all the company assets in a proper way; in a nutshell, it's a smooth release).

I am following up with my HR coordinator for my experience letter, but he is not responding at all - no reply to emails, no proper response over the phone. The disappointing part is that even after looping in my HR director in my last email to him, there has been no reply. What should I do now?

Further, I would like to explain the series of events to clarify my situation better:

i) The actual notice period is 2 months, but I was told by my reporting boss that serving 45 days is sufficient, so I followed that. There was no request from my end for an early release, and HR did not inquire about it either. I received an email from HR mentioning my last day of work.

ii) About a month before, I received an email from HR detailing my FnF settlement, where they deducted a substantial amount under the clause that I did not serve 16 days of notice.

iii) In response, I explained that it was their decision to relieve me early, and I never requested an early release; I was willing to complete my notice period.

iv) They asked for some time to investigate this in their reply.

v) I am also inquiring about my experience letter, but there has been no communication on that since my release.

vi) It has been almost a month since their last response asking for time to check on this; there has been no update since then.

vii) I urgently need the experience letter - what steps should I take now? Should it take a month to resolve this?

Seniors, please help me here.

Looking forward to your earliest reply.

Thank you.

Warm Regards,

Aravindh.

Hello Aravindh,

It's really nice that you explained it in a detailed manner. I appreciate how you handled this situation in a very mature way. As I went through the complete issue, I found a few points that seem to be missing.

1. You served a 45-day notice period. They mentioned a condition in your offer of 2 months. So, do you have any written mail or application signed or sent by your boss stating that you can be relieved after 45 days? Please let me know.

2. HR is correct in their assertion because they can refer to the clause in their company policy stating that if an employee serves less than 2 months' notice, their salary will be deducted accordingly.

3. You don't have any written document regarding your boss's acceptance of a 45-day notice period instead of 2 months. If you do have such documentation, please send it in an email to provide proof.

The issue now is that they are not responding, partly because you are not willing to accept the deduction. They may also be taking their time as the need is on your end. It's important to follow up, and if you don't have any documentation of the 45-day notice period acceptance, speak to your boss to resolve this at his level. Send an authorized email or document signed by him to HR on your behalf, or discuss the matter with him in person at the office. Once HR receives this document, they cannot deduct your salary. Also, send an email regarding your experience letter and highlight the issue of the upcoming job, which is now at risk due to the lack of this document. If you fail to submit it on time, you may lose the opportunity. Having this documentation will be crucial in the future, particularly in a legal scenario. Ensure you have strong proof of your relieving acceptance. It's not overly complicated; they are likely just trying to sort out the financial aspect, and the company will appreciate HR's handling of the situation. Speak to HR in a polite manner, and remember that your ex-boss can be a strong ally in this matter.

Please let me know if you have any questions or need further assistance.

Thank you.

Dear Atul Khanna,

Thank you for your reply.

Regarding written communication from my ex-boss, I do not have any such document. All I have is an email from HR mentioning my last day of work. It states that "My resignation is accepted, and my last date of work will be so and so."

Although I left in a smooth manner, I am concerned that he may reject my request. I am unsure if he will assist me in this matter. If I receive an unfavorable response from my ex-boss, what other options do I have?

In terms of communicating with HR, I have tried contacting him numerous times but to no avail. Should I proceed to call the company's HR director, or should I wait a bit longer? I believe I should wait until I receive my experience letter. What do you suggest?

Thank you once again for your response.

Warm Regards,
Aravindh

If he replied to the same email which you had sent, then it can be proof of your relieving with your senior's permission. But only if you had mentioned in your email that the notice period is settled with the senior boss's permission or acceptance. Otherwise, it's just an acceptance of your letter in which you had mentioned a date according to your suitability.

Don't give up so soon. Just try to reach your ex-boss and speak to him. If he had already accepted and settled your notice period, then hopefully he will be there for you.

HR doesn't move without management support. If he is not responding, then it's sure he is following orders. Wait for a while, just send him another email to remind him of the experience letter. But it's not possible without the Full and Final settlement, so the only option you have is to meet your ex-boss or speak to him. Request him to consider this issue on a priority basis as it's urgent for your career point. Follow up with him for the next 10-15 days and in the meantime also try to reach the HR person or send him emails with a proper gap period simultaneously.

If nothing works, then send the thread email to the HR director, which you'll do with the HR person and Ex-boss and request him to consider this issue at his level. But your communication should be very polite and humble because you don't have any documentation proof. In the HR director's email, you can mention that you'll follow up with him after 3-4 days and if possible, provide a suitable time to meet with you personally. Try to be very humble and in a requested manner.

I hope something will work, and you'll get all your documents as per your requirement.

Thanks

Dear Athul,

At the onset, "I wish you and your family a very happy new year".

Now getting back to the issue.

After repeated mails and phone calls, I received my payment in full (no deductions :)). However, the problem arises when I requested my EXPERIENCE LETTER. Despite numerous phone calls and emails, my ex-HR replied stating they do not provide experience letters and that the email received in response to my resignation would suffice. I have doubts regarding the effectiveness of this letter.

For your reference, I have included the contents of the response to my resignation email below:

"This is to inform you that your resignation dated XXXXX is accepted. You are being relieved on the closing hours of XXXXXX.

In order to facilitate a smooth exit process, we kindly request you to click on the link below. If you encounter any difficulties accessing the link, please copy and paste it into your internet explorer. Once on the page, you will see a screen as depicted below. Click on the "exit interview" button to initiate the process. Please contact XXXXXXX if you encounter any difficulties. Your accounts will be settled in accordance with the company's rules and regulations upon submission of the No Objection Certificate (NOC) with no outstanding dues to the company (assets, cash advances, laptop, etc.).

Kindly return any company property. Feel free to call me for further details. We wish you the best in your future endeavors."

Initially, I was informed that I would receive the experience letter once my settlement issue was resolved. However, the latest response indicates that the company does not have a policy to provide such letters.

I am perplexed as I believe every company, especially MNCs, is obligated to furnish its employees with proper relieving documents, not just a mail with the aforementioned content.

Should I reach out to the HR director (again), or do you suggest any other course of action?

Your assistance is greatly appreciated.

Thank you.

Regards,

Aravindh.