Hi, I have a few queries regarding experience letter issuance. Is there a timeline within which an ex-employee's experience letter needs to be shared?
There have been a few instances where an ex-employee reached out mentioning that they have lost their experience letter and asked me for another copy. Is it okay to share even after a couple of years?
Although I understand companies will have policies governing such cases, I wanted to understand the general practice among the HR community.
Thank you for your response.
From India, Mumbai
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2There have been a few instances where an ex-employee reached out mentioning that they have lost their experience letter and asked me for another copy. Is it okay to share even after a couple of years?
Although I understand companies will have policies governing such cases, I wanted to understand the general practice among the HR community.
Thank you for your response.
From India, Mumbai
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Hi Roshini,
While giving an experience letter, you can generate two copies of the letter. One will be handed over to the respective employee, and on the second copy, you can take the employee's signature with the date as a token of receipt and file it in the employee's file.
In this way, you will have proof that you have already provided the experience letter, and it is the employee's responsibility to ensure the safety of their documents. If someone approaches you claiming to have lost their experience letter, ask them to email you requesting a copy. You can share it with them once and mention that moving forward, the HR department will not be held responsible and will not provide another copy. This way, you can assist as an HR professional and provide clear instructions to the employee.
Other HR colleagues may offer additional suggestions on how to handle such situations.
With Best Regards,
Sonia Bahuguna
From India, New Delhi
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While giving an experience letter, you can generate two copies of the letter. One will be handed over to the respective employee, and on the second copy, you can take the employee's signature with the date as a token of receipt and file it in the employee's file.
In this way, you will have proof that you have already provided the experience letter, and it is the employee's responsibility to ensure the safety of their documents. If someone approaches you claiming to have lost their experience letter, ask them to email you requesting a copy. You can share it with them once and mention that moving forward, the HR department will not be held responsible and will not provide another copy. This way, you can assist as an HR professional and provide clear instructions to the employee.
Other HR colleagues may offer additional suggestions on how to handle such situations.
With Best Regards,
Sonia Bahuguna
From India, New Delhi
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Hi, there is nothing wrong with providing a copy of the experience or relieving certificate based on the request of the employee.
Employer's Responsibility for Maintaining Employee Files
Generally, the employer is supposed to maintain the personal file of the employee for a minimum period of 3 to 5 years, though there is no thumb rule. Subject to the availability of the personal file, a copy of the experience certificate can be issued. Suppose the ex-employee requests a copy of the experience after many years from the date of relieving, and if the personal file is not available, then after verifying payroll records, a certified letter can be issued if the nature of the request is genuine and reasonable. It all depends on the discretion of the employer.
From India, Madras
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Employer's Responsibility for Maintaining Employee Files
Generally, the employer is supposed to maintain the personal file of the employee for a minimum period of 3 to 5 years, though there is no thumb rule. Subject to the availability of the personal file, a copy of the experience certificate can be issued. Suppose the ex-employee requests a copy of the experience after many years from the date of relieving, and if the personal file is not available, then after verifying payroll records, a certified letter can be issued if the nature of the request is genuine and reasonable. It all depends on the discretion of the employer.
From India, Madras
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As suggested by Sonia, I would also recommend that you re-issue the service certificate once, upon receiving a request from the concerned employee.
I have come across instances where some employees misuse the service certificate by tampering with the period of service, especially if there is a break in service after they leave the company.
So, my advice would be that in case you have the slightest doubt about a service certificate, please call the concerned HR department to ascertain the facts relating to past service.
Regards,
MVK
From India, Madras
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I have come across instances where some employees misuse the service certificate by tampering with the period of service, especially if there is a break in service after they leave the company.
So, my advice would be that in case you have the slightest doubt about a service certificate, please call the concerned HR department to ascertain the facts relating to past service.
Regards,
MVK
From India, Madras
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Presumably, they used to submit the SC to job providers. In some instances, there won't be possibilities of retrieving those credentials from them, either due to failed attempts or leaving the erstwhile employers for some reasons. We have come across instances where, while joining, the HR collects them and keeps them in their custody. There are difficulties faced in getting them back when they leave. In such cases, there is no other option but to seek a duplicate copy from the previous employer. If a cordial relationship existed, it may be successful in obtaining a duplicate/certified copy, but not always. Ultimately, one is pushed to a 'what to do' state.
Printing SC in Perforated Forms
Many employers follow the practice of printing SC in 2-part perforated forms. One part is the original issued to the employees leaving the establishment, and the other part is stitched to the bound book and retained as the office copy. In such instances, it may be possible to issue a xerox copy duly certified by a present incumbent. On the other hand, if it's a typed letter format, there won't be any difficulty in reprinting and certifying it as a 'duplicate' for issuance. In any case, it shouldn't be a fresh relieving/SC as the signatory at the time of issue and the present need not be the same person.
From India, Bangalore
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Printing SC in Perforated Forms
Many employers follow the practice of printing SC in 2-part perforated forms. One part is the original issued to the employees leaving the establishment, and the other part is stitched to the bound book and retained as the office copy. In such instances, it may be possible to issue a xerox copy duly certified by a present incumbent. On the other hand, if it's a typed letter format, there won't be any difficulty in reprinting and certifying it as a 'duplicate' for issuance. In any case, it shouldn't be a fresh relieving/SC as the signatory at the time of issue and the present need not be the same person.
From India, Bangalore
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Relieving & Experience Letter.doc