Lost Personal Files: Can I Reissue an Appointment Letter with the Original Joining Date?

Hello Experts, in my organization, there are some lost personal files. In this case, what can I proceed with? Can I issue an appointment letter today with the original date of joining's effect?

It is advisable to first reconstruct the personal files with copies of whatever available documents. On this line, try to get the copies of available documents from the recruiting agency if any engaged by you. If not, get the copies of the advertisement, application, call letter for the interview, certificates of academic qualification, offer letters, and appointment orders from the concerned employees, and get them attested both by the concerned individual and the head of HRD.

Thank you for your valuable reply. However, at some worker levels, they do not have documents such as appointments, etc. What should I do in this case?

Thank you.

Hope you are complying with the EPF Act and/or ESI Act from day one of the appointment of the workmen. If so, search for such files and gather the exact appointment date. If every such effort is impossible, do as you proposed in the post and obtain authentication from the individual that the particulars are correct along with acknowledgment.

Thank you, sir. So, I don't need to issue an appointment letter with a backdated effect?

You can ask the employees to share their appointment letter. You can issue a new appointment letter copy with a backdate. If you are providing an increment to the employees, you can issue a new appointment letter with an increment letter stating that some terms and conditions have been changed. Consider the new appointment letter with the current date. However, the joining date will remain the same.

With Regards,
Divya V
HR Consultant

Hi Vinit, any employment letter can be issued by an employer in a duplicate format to its employees on any future date, but the word "DUPLICATE" needs to be mentioned.

If you do not have the letters and do not want to issue backdated letters, you can issue a fresh letter confirming the employment status, providing current salary levels, but specifying the date of joining. It will suffice for most requirements. The question is, what do you actually need the letters for all of a sudden?