Hi, is it ok to have a system-generated appointment letter without any kind of signature and stamp? The idea behind this is that any employee who joins us can generate his letters through his login ID of HRMIS. As per current practice, it takes a lot of time to send offer letters or appointment letters to the employees. Will there be any legal hassle if any labor case is reported?
From India, Mumbai
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1From India, Mumbai
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E-mail communication is acceptable under the provisions of the Indian Evidence Act. However, proving that this communication has taken place or authenticating it can be cumbersome. This cumbersomeness applies to both sides, i.e., the employer and the employee.
Therefore, before proceeding with this idea, advise your legal department to assess how much time it might take to prove the authenticity of communication in case of litigation. Please note that government authorities do not operate as swiftly as a click of the mouse. While litigation is not the order of the day and we may only need to approach cyber cell authorities once in a blue moon, any time saved by automating the generation of offer and appointment letters could be lost in such a case.
HR Perspective on Offer and Appointment Letters
From an HR perspective, why does it take a "long time" to send the offer letter or appointment letter? Have you measured the turnaround time for issuing appointment letters, and what steps have you taken to reduce it? How many appointments take place per month? What is the potential for delegation? Is there an opportunity to assign this task to more than one person?
You could start with the offer letter but not the appointment letter.
Thanks,
Dinesh Divekar
Business Mentor, Consultant, and Trainer
From India, Bangalore
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Therefore, before proceeding with this idea, advise your legal department to assess how much time it might take to prove the authenticity of communication in case of litigation. Please note that government authorities do not operate as swiftly as a click of the mouse. While litigation is not the order of the day and we may only need to approach cyber cell authorities once in a blue moon, any time saved by automating the generation of offer and appointment letters could be lost in such a case.
HR Perspective on Offer and Appointment Letters
From an HR perspective, why does it take a "long time" to send the offer letter or appointment letter? Have you measured the turnaround time for issuing appointment letters, and what steps have you taken to reduce it? How many appointments take place per month? What is the potential for delegation? Is there an opportunity to assign this task to more than one person?
You could start with the offer letter but not the appointment letter.
Thanks,
Dinesh Divekar
Business Mentor, Consultant, and Trainer
From India, Bangalore
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