Uniform Costs for Probationary Employees: Is It Fair to Deduct If They Leave Early?

A company provides uniforms to its employees, including those on probation, at no cost. Is it allowed or justified to deduct the actual cost of such uniforms provided to an employee on probation if that employee leaves the company before completing their probation period?

There will be no law getting into such micro details. Instead of thinking can we deduct, think must we deduct? How much is the expenditure involved? At best, to avoid any possible misuse, the uniforms can be taken back.

Thank you very much, sir, for your prompt reply. Actually, this step is taken after considering a few experiences the company had. In those instances, after providing proper training and incurring costs for medical check-ups, uniforms, transportation, and other expenses, the employees would either resign or abscond before completing their probation period. As a result, the company is left with nothing but the need to invest additional time and resources to find another candidate.

I am not certain if this will be an effective measure, but we should have some relief from such unprofessional behavior exhibited by certain employees.

Yes, find out reasons as to why the employees are leaving during probation and what needs to be done to retain them. As for the cost incurred by the uniforms, make it a part of the terms of the appointment that the employer is entitled to recover the cost of the uniform from the employee in the event of their leaving the service during probation.

B. Saikumar
HR & Labour Relations Advisor
Navi Mumbai

MNCs include a clause in their appointment order stating that an employee, in the event of leaving the company within a defined period (term clearly mentioned in the appointment order), is liable to pay a fixed amount (depending on the grade) as reimbursement for training, uniforms, etc.

Alternatively, the employer may require the employee to deposit a fixed amount, which will be refunded without interest once the employee completes a specified tenure with the organization.

Uniform Policy and Cost Management

The rule to wear a uniform has been established by the company, and accordingly, the company provides the uniform. You cannot deduct the cost of the uniform from the employee, even if they leave the company.

Options for Managing Uniform Costs

If the cost is significant, you can consider three options:

1. Scrap the uniform rule.
2. Provide the uniform after confirmation.
3. Include a clause in the appointment letter stating that the pro-rata cost of the uniform will be recovered if the employee leaves before confirmation.

Warm Regards,

Bharat Gera
HR Consultant
[Phone Number Removed For Privacy-Reasons]

Uniform Deduction Policy

It is a common question among most individuals, and the answer is that there is no provision under the law. Moreover, it is advisable to ask the employee to return the uniform instead of deducting the amount. In some cases, if an employee absconds, it is also advisable to have a written understanding before the appointment regarding deductions for the uniform. Please note that this statement is a quick thought, and such a provision is not available in the statute.

Regards, Girish Vivalkar Indian Labour Law and Human Resource

Indian Labour Law and Human Resource