How Should We Draft Increment Letters for All Staff with New Notice Period Terms?

Dear all,

We are implementing increments for all levels of staff in our school institution. For salary calculation, we will consider 26 days of every month. My senior hierarchy has requested a letter of increment for all staff, including housekeeping staff, outlining the terms and conditions as follows:

1. A 3-month notice period is required if an employee decides to leave the institution; otherwise, three months' pay must be given.

Please clarify if it is necessary to include this point. Kindly provide a draft of the increment letter for housekeeping, drivers, teaching, and non-teaching staff.

Regards,
S. Lavanya

Before venturing to give an increment letter, check whether your management agrees to it. Also, is there a notice period mentioned in the appointment order or elsewhere?

Hi, For salary calculation, you need to consider the entire month. Are you implying that Sundays are excluded? If so, Sundays are also considered paid holidays.

Housekeeping Staff Employment

For housekeeping, are the staff members in-house employees or are they employed by an external housekeeping agency?

Issuing Increment Letters

If an appointment letter has already been issued to housekeeping/driver/non-teaching staff, you may proceed with issuing an increment letter for them.

Notice Period and Increment Reversal Clause

Regarding the three-month notice period or pay, are you referring to an increment reversal clause? In the event of resignation within three months from the effective date of the increment, either three months' pay will be reversed, or the employee will need to provide three months' notice. What separation clause was mentioned in the initial appointment letter?

Creating Increment Letters

There is no standard format for increment letters. You can create one yourself and present it here for any necessary modifications.

There are different methods of paying salary/wages. It may be hourly rated, daily rated, or monthly rated. Therefore, the increment letter should be based on that — increment either in hourly rate, daily rate, or monthly rate.

It also appears that the notice period may be included in the increment letter. If it is not specified in the original appointment letter, it can be introduced in the increment letter — there is no harm.

Draft of Increment Letter

We are glad to inform you that your salary/wages have been increased (per hour/per day/per month) effective from .........................

We would also like to mention that your notice period for leaving the services of the organization will be 3 months, or in lieu of 3 months' monthly gross salary/wages will be required to pay. For hourly rated staff, the monthly salary/wages will be the hourly rate multiplied by 208, for daily rated staff - the daily rate should be multiplied by 26, and for monthly rated staff, it will remain the monthly rate.

Regards, S K Bandyopadhyay (WB, Howrah) CEO-USD HR Solutions [Phone Number Removed For Privacy-Reasons] [Email Removed For Privacy Reasons] www.usdhrs.in