New HR Executive Seeking Advice on Offer Letters, Appraisals, and Work Hours Issues

Hello everyone, greetings for the day! A few months back, I joined a small IT firm as an HR Executive. Prior to my arrival, there was no one handling the HR department and its practices.

Queries and Suggestions Needed

I have a few queries and need your suggestions on the following:

1) Offer Letter Requirement

The company does not provide an offer letter to new employees. Instead, a direct appointment letter is given on the day of joining. A formal email is sent to the candidate regarding the offer, where no CTC is mentioned, only the DOJ and joining documents. Is it necessary to provide an offer letter?

2) Confirmation and Appraisal Issues

Many employees have not received any confirmation letter even after completing a year, nor have they received any appraisals. In this case, if an employee resigns, can they claim that they haven't received any confirmation and hence, should not serve the notice period (60 days) as per the appointment?

3) Notice Period and Salary Deductions

In cases where an employee has not served the notice period, the company is demanding the full salary instead of the gross amount mentioned in the appointment letter. How should this be addressed, as the management is doing this based on their opinion rather than the law or rule?

4) Working Hours Concern

The working hours are 9 hours a day for 6 days a week. Despite my reminders, the management continues to ignore this issue. Can you suggest how to handle this situation properly?

I am eagerly looking forward to your suggestions. Thank you in advance.

Addressing HR Practices in the Organization

1) Offer Letter Requirement:
- In Singapore, it is not a legal requirement to provide an offer letter to employees. However, it is a standard practice in most organizations to issue an offer letter detailing key terms and conditions of employment, including compensation, benefits, and other relevant information. Providing an offer letter helps in setting clear expectations for both the employer and the employee. It is advisable to introduce this practice to ensure transparency and clarity in the hiring process.

2) Confirmation Letter and Notice Period:
- Employees are entitled to receive a confirmation letter after completing their probation period, as per Singapore's employment laws. Without a confirmation letter, employees may have grounds to challenge the notice period requirement specified in their appointment letter. It is crucial for the company to adhere to the legal requirements and issue confirmation letters to employees upon successful completion of their probation period.

3) Notice Period and Salary Deductions:
- The company must follow the terms outlined in the employment contract regarding notice periods and salary deductions for non-compliance. Demanding the full salary instead of the gross amount mentioned in the appointment letter may not align with legal requirements unless specified in the contract. It is essential to review the employment contracts and ensure that any deductions are in line with the agreed terms to avoid potential disputes.

4) Working Hours Compliance:
- The standard working hours in Singapore are 44 hours per week, which translates to around 8 hours a day for a 5-day workweek. The company's practice of 9 hours a day for 6 days a week exceeds the legal limits. It is important to address this issue promptly to ensure compliance with labor laws. You can initiate discussions with the management highlighting the legal requirements and the benefits of aligning with standard working hours to promote employee well-being and productivity.

By implementing these practices and ensuring compliance with labor laws, the organization can establish a more structured and legally sound HR framework.