HR Dilemma: Should I Issue an Appointment Letter to a Resigned Employee?

Hi, can I give an appointment letter to a resigned employee? I have recently been appointed as an HR. The employee worked for one year, and the previous HR did not provide the appointment letter upon joining. Now, the employee is requesting the appointment letter along with the relieving letter and experience letter. Please suggest what I should do.

Dear Roza, The issue of an appointment letter is a basic HR activity. If this process was not followed, then it is imperative to follow it, though belatedly. Therefore, not just the employee in question who has resigned, but identify all the employees who were not issued with the appointment letter and issue them. When you take a collective proposal to the authorities concerned, you do not have to obtain permission exclusively for this employee.

Following the HR procedures will enhance the image of the company in the eyes of the employees. Therefore, have an audit of the HR practices. Identify gaps, if any, related to leave records, employee records, Job Descriptions, etc., and start working on them also. It will be a good experience for you as well.

Thanks,

Regards, Dinesh Divekar

My suggestion is to issue a comprehensive order covering appointments, relieving, and experience in this matter. It looks odd to issue a backdated appointment letter or an appointment letter with retrospective effect now that the employee has already resigned. At any rate, the clock cannot be put back, and considering the present position, you can only issue one certificate covering the entire service history.

As for the employees on the roll and continuing in service, provide a composite order covering all such employees and indicating the date of their appointment and designation.