How to Convince Long-term Employees to Submit Missing Documents Without Raising Suspicions

Greetings to ALL!

The company in which I'm working was not maintaining records of the employees, such as their educational documents, relevant supporting documents of experience, and no photo identity proof, among others. I have sent an email requesting the submission of copies of these documents. However, as the employees have been associated with this company for the last 2-3 years, they found the request to be quite strange and are questioning their performance. They also suspect that something fishy is going on against them.

I want to know if it is appropriate to ask for supporting documents of their past experience. What should I do to convince them and collect the same at the earliest?

Regards,
Revathi

Dear Revati,

These are all very important documents that your department should have. I fail to understand why the employees are feeling bad about it. But anyway, it is something that is mandatory, and they have to submit the documents. You have to try to convince the people in a friendly way; otherwise, you have to take a strong stand on this.

Regards,
Byomjeet Mishra

Dear Revathi,

I appreciate your initiative to collect details from the employees for HR records. However, as you mentioned, there might be a lot of doubts and questions in the minds of employees. Try putting yourself in their shoes, and you will realize that you would have reacted the same way as they did.

Primarily, be convinced that you really need to consolidate the HR files with details. Is it truly necessary? If yes, then how would it benefit the company as well as the individual employees? Share these thoughts with the seniors in your organization. I am sure they also would have some ideas. Then communicate this to all employees, assuring them that this is going to be a routine for all existing employees and new joiners. Also, highlight the benefits. Add a senior person as a counselor who can clear their doubts.

I think this would help. Hope this is useful.

Thanks,

Employee Documents

You have to collect. No fishy or any other factor. You have to do that. I started this with a company that has been in existence for the past 25 years. HR was set up only 2 months back. Don't go back on your initiative.

Regards, M. Peer Mohamed Sardhar
093831 93832

Hi Revathi,

Thank you for reaching out.

Regarding the situation with Byonmjeet, Anjana, and M. Peer Mohamed, it's commendable that you are not stepping back. Your efforts to counsel them on the issue and obtaining documents from a few employees show proactive steps. It appears they may have been holding onto the documents, possibly waiting for guidance from us or others before taking action.

One concern is that several employees do not possess their appointment letters, relieving letters, or experience certificates from the previous company where they started their careers. Requesting them to approach their former employers for these documents or undergoing reference checks might instill insecurity among the workforce.

In this delicate situation, what would you recommend?

I look forward to your response.

Best regards, Revathi

First, you need to know that it is mandatory by law to keep records for 5 years after the employee has left. Secondly, inform them that it will help them in the future as it will assist you in issuing reference letters, settling claims, and other administrative functions.

Thank you.

Please answer this too. Many of them don't have their application letter, relieving letter, as well as experience from the career starter company. In this case, if we ask them to request the same from their past employer or proceed with any reference checks, it might create insecurity among the employees.

In such a scenario, what would you suggest?

Regards,
Revathi

Just present the requirement in a manner that will ease out the tensions & share the reason why HR needs to keep these records. For example:

1. If an employee fits the bill for another designation and wants to work on it, then there can be internal job postings.
2. Talent management and improving the facilities that can be provided to them.
3. Helps to assess the needs of the employee in their designation to fill up knowledge gaps and enhance skills through training.
4. Helps with better appraisals.

Reach out to them and assure that this is for their benefit and not to cause any harm to them, as they are your old employees and you as an organization value their loyalty and work put into the growth of the organization.

All the best. You are going the correct way and do not stop it despite all the obstacles in your way.

Regards,
Gouri

Hi Revethi!

A lot would depend upon your approach to this. Your intent is really appreciable in that you want to have proper records of personnel working in the firm. How about the method you chose? How was the email drafted that you 'shot' at employees? It will be interesting to see how the requirements were communicated to them. I don't want to presume anything without reading the email you sent, but the contents of the email will largely affect the success of your intent.

Hope to have your feedback.

Hiten

Dear Revathi,

As you mentioned that they do not have appointment letters, you can have them issued, which is a requirement. Seeing the designation and other details would boost their morale.

To acquire other records, you can inform them that in the event the company decides to adjust salaries in the market for improvement, based on experience and expertise, they will need to provide past experience details. Providing identification, etc., also fosters a sense of belonging to the company. Additionally, they can avail themselves of any staff welfare benefits that the company may introduce from time to time.

Hi Hiten,

I'm just giving you the draft of my mail.

Dear All,

On updating personal files, it was found that all the documents related to professional qualifications as well as employment details were not properly submitted. So, it is requested that everyone provide a Xerox copy of the following:

Educational Documents: From 10th grade to highest qualification (10th, 12th, graduation (final year), post-graduation, PhD).

Employment: From the first employer to the last employer's employment letter, relieving letter, experience letter, and the last drawn salary slip.

Identification proof and address proof.

Please submit these documents at the earliest before 26th December 2007.

Could someone please provide me a link or information about the act which states the requirement of maintaining employee records? This would be very helpful.

I have assured them that this will help us give them a deserving designation as their total experience will be considered. Additionally, this will also benefit them in the long run as wherever they go, the company will surely ask for these documents.

Regards,
Revathi

Dear All,

New Year Greetings!

Please provide me with a link or reference to any act/law that makes it mandatory to keep the personal records of employees.

Please reply.

Regards,
Revathi