Is a Signature Really Needed on Employee Warning Letters? Let's Discuss Why

It is necessary for the person authorized to issue warning letters to employees to sign the said letter.

Mr. Dinesh,

Can we have computer-generated warning letters with an indication that "being computer-generated, it does not require a signature"?

Odd question anyway.

These days, e-mail communication is legally tenable and can be produced as evidence in court. If the warning letter is issued through email, the digital signature - in other words, the name, designation, and department of the superior who is issuing the letter - should be at the bottom of the email. However, if someone is issuing the letter in the age-old traditional, conventional way, a physical signature is mandatory.

Dear Mr. NK Sundaram,

Though the digital signature or email communication is legally acceptable, if the need arises, proving that the email communication has taken place can be a difficult and time-consuming process in the labor court. Occasionally, questions have been raised about the veracity of email communication. In contrast, presenting a hard copy of a warning letter (duly signed) as evidence is far easier.

Thanks,

Dinesh Divekar

Hi Amulya,

Any letter where some warning is to be given must be signed by the Competent Authority. Even in cases where any disciplinary action is proposed to be taken, that letter should also be signed.

Regards,
Optimus Consultants