Appointment Letter Confusion: Should HR Backdate or Issue a New One for Role Change?

Appointment Letter Dilemma

An employee completing 3 months in the system was not given an appointment letter by the company. In the 4th month, the company elevated him and changed his designation (no salary changes). If HR wants to give an appointment letter to him now, should they issue a backdated appointment letter with an old designation along with another letter stating his role/designation change, or should a fresh appointment letter with a new role/designation be given?

Please advise.

Regards,
SricityHR

Hello SricityHR, the question is related to a retrospective/imminent revision in an employee's appointment letter.

Yes, this can be done positively. Since there is a revision in the designation of an existing employee, I think this qualifies for a fresh letter to the employee with changed employment details. You have to compulsorily mention two facts:

1. Old designation and effective dates
2. New designation and effective dates.

A new letter would be deemed necessary because there is a change in the employee hierarchy within the organization regardless of tenure and salary revision.

Practical advice: Please initiate a conversation with the employee in question first and then take him/her into absolute confidence about the change in terms since this relates to him/her directly. Please send the proposed changes to the employee and get those agreed upon beforehand before printing the final letter. The dates of revision should be clearly mentioned with a comparison of old provisions/clauses. After this, please seek Business/Operations and HR Head's approvals, and then the new letter may be provided to the employee. It is fairly simple.

Thank you.