Wanted to know, "Is HR responsible for explaining the annexure to an employee?"

I am a Marketing Head in my company and have started taking on the responsibility of HR. I wanted to know, "Is HR responsible for explaining the annexure to an employee?"

Dear Akansha Bhat,

Whatever the query may be, HR professionals are expected to respond to the queries raised by employees. In your inquiry, you have not specified the main document to which the annexure belongs. What is the title of the annexure and what does it contain? If it relates to employment, HR professionals could proactively provide an explanation rather than waiting for the query.

Thanks,

Dinesh Divekar

Thank you, Dinesh Divekar. I am renewing the appointment letter for all the employees with their increment letter and the revised annexure.

Renewal of appointment letters? Why?

Letters communicating the revised salary are normally in practice, but the appointment letter, being a contract of employment, will not be renewed across the company. This is because changing the clauses of the appointment letter will involve changes in the conditions of service. In respect of employees who do not have managerial functions, this would attract a violation of section 9A of the Industrial Disputes Act. Therefore, due care should be taken while changing the appointment order. At the same time, if you wish to make amendments, the same can be made by means of a notice with a copy marked to the Labor Officer concerned.

Regarding annexure to the revision letters

I would say that if the employee is not convinced of any component of salary, the conditions for its earning, certainly, the HR has to explain it. After all, it is the duty of the HR to take care of the grievances, make the employee know the matters connected with the employment in the language that is acceptable to him.

Dear Akansha Bhat,

Regardless of the nature of the query, HR professionals are expected to respond to the concerns raised by employees. In your query, you haven't specified the main document to which the annexure belongs. Could you please provide the heading of the annexure and its contents? If it relates to employment matters, HR professionals may proactively explain it rather than waiting for inquiries.

Thank you.

Dear Akanksha,

It is always the responsibility of the person issuing a document to ensure:

a. it is clear, concise, and easy to understand
b. people read and understand it

Therefore, it will be the responsibility of HR, as the issuer of a document, to explain the contents of the annexure. Whether it is to be done only for the persons who come and ask for an explanation or whether it should be explained in a company-wide meeting depends on the circumstances.

If the person does not understand the annexure, the same has no meaning, either as a process (to ensure people follow it) or even in a court of law if it is proved that no one understood it.