How to Handle a Damaged Resignation Letter When Your New Job Demands the Original?

I resigned from a government job in West Bengal, India, due to personal reasons. However, my resignation was not accepted immediately; it was only accepted after six months of submitting the resignation letter, following much back and forth. Now, after three years, I have obtained another state government job in West Bengal, and the employer is requesting the original resignation acceptance letter. The issue is that the original letter has been significantly damaged and is unreadable. As a result, the employer has declined to accept it. I then offered a photocopy of the letter, but once again, it was rejected, with the employer insisting on a newly issued resignation acceptance letter from the previous office.

The previous officer is refusing to provide a new resignation acceptance letter, citing significant losses incurred due to my sudden resignation. What should I do?

Dear Colleague,

Normally, all companies, whether in the private or public sector, insist on a formal relieving order or letter. This is because it confirms that you have been relieved after following their process and that there is no adverse career history with the past company. Moreover, this document indicates that you have properly handed over changes or company assets and have left in full and final satisfaction of the previous employer. It is undoubtedly an important document.

Possibility of Using an Affidavit

Under the special circumstances you mentioned, one possibility (which few companies accept) is to provide a legally drafted affidavit stating all facts, signed by a Notary Public, which can be submitted to the prospective employer. Advocates are knowledgeable about this and will draft it in detail, mentioning your future job if any. However, it is subject to acceptance by the next public sector employer and will work only if their internal rules allow it. You can try this option in the special circumstances you mentioned, after discussing it with the HR department of the proposed company. This may or may not work out, but it is one possibility.

Best of Luck, God Bless,

Dr. P. Sivakumar Doctor Siva Global HR Tamil Nadu

Filing a Petition Under the Right to Information Act

Since your previous job was under the State Government of West Bengal, you can file a petition under the Right to Information Act, 2005, to obtain details of your tenure. This request should include a copy of the resignation acceptance letter, which you can then submit along with the affidavit suggested by Dr. Sivakumar.

Obtaining a Duplicate Certificate

Besides the verbal request, you should make a written application in the name of the officer for the issue of a duplicate certificate.

As suggested, you can choose the option of filing an RTI application or obtaining a court order to issue or obtain a certified copy of the mutilated document from the court through an affidavit. The officer's response lacks a basis and cannot be denied.