Is Emailing an Appointment Letter Enough? Exploring Trends in Reducing Paperwork

Appointment Letter as a Contract

Appointment letter is a contract between an employer and an employee. So, is it valid to share terms and conditions over an email rather than issuing a letter as an attachment or hard copy?

Yes, you can format your Offer of Appointment/Employment contract with annexure/attachment digitally signed and email the same to selected candidates. This is a valid document.

Validity of Digitally Signed Documents

Digitally signed documents are valid for all administrative purposes at present. However, I suggest that these documents should also be accompanied by hard copies. This precaution is important to consider, especially in situations where legal matters may arise and the presentation of digital documents could potentially lead to complications. Therefore, having hard copies as original documents will serve as a permanent record and help prevent any issues in the future.

Use of Digitally Signed Documents

Digitally signed documents can be used for the purpose. However, the physical document must be preserved and filed. Also, a copy of the same must be retained by the employee. In case of amendments or changes, fresh documents may be issued.