Are Hard Copies of Joining Letters Really Necessary, or Are Emails Enough for Legal Proof?

I would like to know, is it necessary to give a Joining Letter or any other professional letter in hard copy instead of soft copy. I just want to know if emails are also a legal proof of the company's then it can work like that also. It also saves paper.

Dear,

I would like to know if it is necessary to give a Joining Letter or any other professional letter in hard copy instead of soft copy. I just want to know if emails are also a legal proof of the company's then it can work like that also. It also saves paper.

Please suggest me.

Legal Reliance on Digital Documents

Legally, courts have not yet started relying on digital documents and correspondences due to a lack of authenticity. Additionally, when the recipient does not acknowledge such an email, things become complicated to judge. All crucial documents, especially those related to services, should be presented in hard copy, preferably in their original form, and the receipt should be acknowledged by the recipients. The justification based on saving paper holds no weight. Sometimes, electronically transmitted correspondences can be accepted if not disputed by the parties, but only at the discretion of the adjudicator.

Accepted Practice for Appointment Orders

Accepted practice from several decades and still applicable to the majority of companies is that, for jobs offered on contract, fixed-time hire, and on rolls, there should be a hard copy of the appointment order—one given to the employee and another for HR. However, you can provide a letterhead copy to the employee, and for the HR copy, you can take a photocopy after their signature.

Use of Email for Freelancing Work

You are correct that only an email may be given for some freelancing work, especially in a continuous assignment arrangement between the freelancer and the company. However, it is suggested, advised, and better not to follow this practice for other types of job allocations.

My company took a hard copy of all the documents (Offer letter, Confirmation Letter with my signature) and gave me a soft copy of all the documents with HR signature. Is it okay, or should I ask them for the hard copy?

Hi Jayesh,

Of course, it may be okay, I presume they have given you scanned copies of those docs. Print all of those, including the emails and correspondences they forwarded to you attaching these documents. If you have hard copies and they acknowledged receipt on those papers, it's still better as they would be as good as originals.