How to Handle Bonafide Certificate Requests Without Valid Address Proof?

Dear Seniors,

We are a 6-month-old consultancy. We appointed a female employee 4 months ago. She converted from her religion due to marriage issues. She has no contact with her parents as she entered into an inter-caste marriage without their permission. She has changed her name and has provided a gazette certificate for her name change. However, the issue now is that she does not have any proof of her current residence. All her educational documents, ration card, and voter's ID are registered at her parents' address under her previous name. She is requesting a bonafide certificate to open a bank account, where she expects us to mention her current residence address. I am hesitant to provide her current address as we lack valid proof of her address.

Guidance Needed on Issuing Bonafide Certificate

Could you kindly advise whether providing a bonafide certificate with her current home address could pose problems in the future? Additionally, we have concerns that she might be working here solely to obtain documents. Therefore, please guide me on whether I should issue the bonafide certificate to her.

Your prompt guidance on this matter is greatly appreciated.

With regards,
Vino Peter

Employers can issue a residence proof letter based on the employee records with a disclaimer clause. Thank you.

Doesn't she have a rent agreement for her current accommodation? Light bill, telephone bills? You can also obtain a self-declaration from the employee regarding the same.

I personally feel that it's not ethical and professional. If you don't have any proof of her residence, how can you provide her with the bonafide certificate? Giving a bonafide certificate means you are giving the undertaking that the company knows her, and if you mention her current address, then you should have proof of the same. In case anything wrong happens to her in the future and the police ask for her details, what will you provide to them? They will question how you can run a business without having the employees' documents. Then all liability and responsibility come to the company.

I think this is a major risk to issue her a bonafide certificate.

Regards,

Thank you for your responses.

@Adityasoak: Everything is in her husband's or in-laws' name.

@Tushar.Swar: Thank you, sir. We too understood the issue. During her joining time, she provided ID proof and name change proof with her old address. As all documents are very clear, we accepted them. Usually, we don't mention an employee's residential address in the bonafide for bank account opening. Along with this letter, they will attach an address proof in the bank. However, in her case, she is requesting us to mention her current address. She said she would produce her husband's ID. However, we denied this request, and now we plan to issue it without a residential address. If the bank rejects her application, as an employer, what do we have to do?

Address Change Process for Employees

To simplify the process, have the employee complete an application stating that her address has changed from her current address to her in-law's address. Update your records accordingly and issue her a certificate of address for banking purposes only. Include a disclaimer as advised by Pon. Providing the address certificate for the female employee after marriage is harmless as their address changes post-marriage.