Appointment Letter - 10-15 Year Old Employee

Dear All,
We have 2-3 employees who had joined 10 – 15 yrs back at junior position. And at that time our company had started initially, its just that I have joined and HR has come into picture. Now these old employees have started to ask for appointment letter, now the question is why for all these years they did not ask to their concerned head for appointment letter ? Now they are asking as they might want to leave the company. I am not aware at what salary and designation they joined. Accounts person is also changed after so many years. Should I issue the appointment letter and how?

They must be asking for the appointment letter for a specific reason, so find out what the issue may be. Perhaps they want to file a case or change the company. However, you should not issue the appointment letter until you understand the technical side. Try to ask them what they want.

Rajinder Prashad

Hi Ritu,

It is clear that these employees who have been with you for 10 to 15 years value your company. By default, the company also values them. Therefore, you should be very professional in your response.

I suggest that you write and explain to them that due to the length of time passed, it is not possible to issue an appointment letter. However, you are able to issue a confirmation letter stating their length of service, pay details, and any other benefits they currently enjoy. You should take this opportunity to ask them to come and see you personally if they wish to receive such a letter. This will give you a chance to discuss with them the reasons and address any issues they may have.

This approach will enable you to have a positive and successful outcome and perhaps retain their employment. You will also be seen as a caring employer, an attitude that money cannot buy.

Hope the above helps.

Regards,
Harsh