Struggling to Get New Joiners to Submit Documents? Need an Effective Reminder Email Format

Respected Seniors,

I am handling the joining formalities of new joiners, and we have a checklist of required documents for new joiners. However, despite many reminders, employees are not providing their documents, such as the relieving letter, fitness certificate, and parents' details for insurance.

Sir, could you please share the email format that I can use to remind the employees to submit the pending documents?

Thanks,
Sneha

This is a common practice followed in many organizations, where HR will remain in between "Scylla and Charybdis"—to be caught between two equally unpleasant alternatives. HR cannot approach management saying that they could not obtain documents, nor can HR insist that new entrants submit documents in a harsh manner. So, HR needs to handle the situation tactically, in the event of issuing an Offer of Appointment, before the submission of documents.

That is why nowadays, HR needs to be assertive (not aggressive). You should not have issued Offers of Appointments before the submission of all required documents. Anyway, please send a communication and see how it works:

"Dear [Recipient],

It is noticed that you have not submitted the following documents to the company, despite repeated reminders:
1)
2)
--

Please note that the submission of the above documents is mandatory to enable us to complete your personal file.

Kindly note that you are required to submit these documents on or before [date] without fail.

Seeking your cooperation in this regard."

You are at liberty to send an individual email or prepare a notice and exhibit it on the company notice board (if the failing new joiners are plant personnel, a notice is a better option).