Textiles industry - Can we issue the revised appointment letter to the existing employees?

Dear seniors and experts,

We are from the textiles industry and I have some doubts on how we can issue the revised appointment letter to the existing employees. Currently, we have provided it in the standard format covering employee benefits and working hours. Now, we need to issue the revised order which should include the following:

1. Nature of employment (No double employment)
2. Intellectual Property Rights
3. Confidentiality & Non-Disclosure.

Thank you.

It is possible to provide further detailed service conditions not in an appointment letter but by mentioning:

"Further to our earlier letter Reference no. dated -------, we would like to inform you of the following:

- Mention the items you would like to add.

At the end of the letter, you may state that both your service conditions are referenced in letter no. dated --- (first letter) and letter no. --- dated --- (second letter).

S. K. Bandyopadhyay (WB, Howrah) CEO - USD HR Solutions +91 98310 81531 skb@usdhrs.in www.usdhrs.in

Respected Nanu,

Many thanks for your input. What should be the heading for this letter instead of an appointment order? Please suggest.

Thanks
Regards
Pandian P

You can issue a "Supplementary" order. With this, both the letters/orders will be legally valid.

Respected Madhu T K,

Noted with thanks. So, as I understand, we will label the letter at the top as "Supplementary" order.

Am I correct, sir? Please acknowledge it.

Thanks,
Pandian P

Yes, this is a supplementary order in continuation of the one already provided. You can proceed with that.

Respected sir,

Thank you very much for your valuable guidance, sir.

Regards,
Pandian P

Hi,

It's great that you're taking steps to update your employment agreements to ensure clarity and protection for both your company and employees. Here's a suggested approach to issuing the revised appointment letter:

Clearly Communicate the Changes:
Begin the letter by stating that it is a revised appointment letter to provide updated terms and conditions of employment. Reiterate Standard Terms:
Mention that the revised letter includes all the standard terms and conditions of employment, such as benefits, working hours, etc. This serves as a reminder and reassurance that the existing terms remain in effect. Highlight the Changes:
Clearly outline the specific changes that are being made, i.e., the three points you mentioned:
- Nature of employment (No double employment)
- Intellectual Property Rights
- Confidentiality & Non-Disclosure
Explain the Rationale:
Briefly explain why these changes are being made. For example, you could mention that these additions are necessary to protect the company's interests and ensure compliance with industry standards. Provide a Deadline for Acceptance:
Specify a reasonable deadline for the employees to review and accept the revised terms. This ensures that everyone is on the same page and gives them an opportunity to seek clarification if needed. Offer a Point of Contact:
Provide contact information (e.g., HR department or a designated representative) for any questions or concerns regarding the revised appointment letter. Request Signature and Acknowledgment:
Ask the employees to sign and return a copy of the revised appointment letter as acknowledgment of their understanding and acceptance of the changes. Maintain Open Communication:
Encourage employees to reach out if they have any questions or need further clarification. Remember to consult with legal counsel to ensure that the revised terms and conditions comply with local employment laws and regulations. They can also provide guidance on the wording and format of the revised appointment letter. Lastly, always keep records of the revised appointment letters and the employees' acknowledgments for your records. Please note that this is a general guideline and it's important to customize it to fit your specific company policies and local legal requirements.

Dear Raghunath_bv,

Thank you for your brief and clear instructions regarding my query. I am very grateful for your valuable time and concern regarding someone's query.

Regards,
Pandian P

An employer has every right to alter, modify, add, or delete the terms of an Offer of Appointment.

In your case, you have already issued appointment letters to your employees. Hence, you cannot issue another "revised" appointment letter. Instead, you can issue a modification letter to the original appointment letter or a separate letter (giving reference to the original appointment letter already issued) and provide details of all terms you would like to add. Obtain acknowledgment from employees on the copy of the letter and keep it in their service records/personal files, along with a copy of their appointment letters.

If you want, an NDA can be issued as a separate agreement, attached with the revised letter.