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Dear Arti
You say this is your new employee, he reported in January this year and has lost an appointment letter. He must be careless. He ought to, as everybody else should, photocopy that valuable paper. I really do not know if he still needs it to remind him of his tasks or responsibilities, if this is so, unless otherwise he bizarrely needs to use it for job hunting or something like that, give him a copy of the original and that's it no big deal. In this age i still doubt that he needs a lost appointment letter if he has already reported, give him a confirmation letter
Regards
Ken
From Kenya, Nairobi
You say this is your new employee, he reported in January this year and has lost an appointment letter. He must be careless. He ought to, as everybody else should, photocopy that valuable paper. I really do not know if he still needs it to remind him of his tasks or responsibilities, if this is so, unless otherwise he bizarrely needs to use it for job hunting or something like that, give him a copy of the original and that's it no big deal. In this age i still doubt that he needs a lost appointment letter if he has already reported, give him a confirmation letter
Regards
Ken
From Kenya, Nairobi
Nothing wrong in providing another copy of the appointment letter to the employee, as you are not handing over copy of recruitment letter to any person other than the concerned employee. However, if you feel any hesitation, you can mention the words "Duplicate Copy" at the top of the appointment letter.
PS Dhingra
Chief Executive Officer
Dhingra Group of Management & Vigilance Consultants
New Delhi
[dcgroup1962@gmail.com]
From India, Delhi
PS Dhingra
Chief Executive Officer
Dhingra Group of Management & Vigilance Consultants
New Delhi
[dcgroup1962@gmail.com]
From India, Delhi
Dear Arti,
I find nothing wrong in issuing the individual with the fresh copy of the appointment letter. I hope that the same in original is preserved with your office records. Firstly, to me it does seems to be a innocuous thing, might be the reporting manager or some other senior have asked for taking some reference. On the worst if he wants to use it as a tool for switch over, then also besides taking preventive measures our hands are tight. So please go ahead and give the documents with an endorsement as " DUPLICATE COPY". thanks. DS
From India, Kanpur
I find nothing wrong in issuing the individual with the fresh copy of the appointment letter. I hope that the same in original is preserved with your office records. Firstly, to me it does seems to be a innocuous thing, might be the reporting manager or some other senior have asked for taking some reference. On the worst if he wants to use it as a tool for switch over, then also besides taking preventive measures our hands are tight. So please go ahead and give the documents with an endorsement as " DUPLICATE COPY". thanks. DS
From India, Kanpur
Sub: Lost Appointment order.
Err is human. The employee lost the Appointment order. What a HR person have to do?
Get a request letter from the employee briefing the loss of apointment order. Put it in his personal file and inform your higher ups and issue the same appointment order without changing any data or details or terms and conditions etc. and mention the same date originally mentioned in the order and issue to him and get it signed in the duplicate of the order.
Implications:- You will get a good relationship with the employee and it will spread the news that the HR dept is considerative not autocratic.
Legally nothing adverse will happen to the organisation.
Rather good atmosphere in the organisation will get start.
We need not expose his weakness by mentioning duplicate etc.
If it is mentioned he can not use it for his future purpose.
AS far as possible as a HR person we have to help the employees in maximum possible ways without damaging organisation's interest or without deviating from the rules of the organisation.
NO rule in the organisation is IRON CORRIDOR. It can be bend for the purpose of the employee's benefit with the concern of the higher ups and the same rule can be amended in writing to suit the convenience of the situation and make it public. Becuase the trend is dynamic and we also have to suit and fit to the changing scenario.
V. Selvaraj
Sr. Executive (HR)
From India, Bangalore
Err is human. The employee lost the Appointment order. What a HR person have to do?
Get a request letter from the employee briefing the loss of apointment order. Put it in his personal file and inform your higher ups and issue the same appointment order without changing any data or details or terms and conditions etc. and mention the same date originally mentioned in the order and issue to him and get it signed in the duplicate of the order.
Implications:- You will get a good relationship with the employee and it will spread the news that the HR dept is considerative not autocratic.
Legally nothing adverse will happen to the organisation.
Rather good atmosphere in the organisation will get start.
We need not expose his weakness by mentioning duplicate etc.
If it is mentioned he can not use it for his future purpose.
AS far as possible as a HR person we have to help the employees in maximum possible ways without damaging organisation's interest or without deviating from the rules of the organisation.
NO rule in the organisation is IRON CORRIDOR. It can be bend for the purpose of the employee's benefit with the concern of the higher ups and the same rule can be amended in writing to suit the convenience of the situation and make it public. Becuase the trend is dynamic and we also have to suit and fit to the changing scenario.
V. Selvaraj
Sr. Executive (HR)
From India, Bangalore
John have you ever been to India? you sound pretty derogatory? Although I am mystified that you would ask what is its significance? In India???
From India, Bangalore
From India, Bangalore
hi arti., As you had received the mail, issue him the appointment letter and write in that "Duplicate Copy" and mark the same in your database for future reference. Regard’s BN
From India, Udaipur
From India, Udaipur
[QUOTE=arti shah;1458238]Dear All,
We have an employee in our company who has misplaced his Appointment letter. He has requested the HR dept to issue a new letter for him. Should I give the original letter (on main letter head) or the office copy will do? This is the rare case and I have never come across such thing in the past.
Regards,
Arti Shah
Hi,
You can issue him the fresh appointment letter stating duplicate on the top of the letter head with an covering letter stating that its a duplicate copy provided to you on your request as the original copy is lost.
From India, Mumbai
We have an employee in our company who has misplaced his Appointment letter. He has requested the HR dept to issue a new letter for him. Should I give the original letter (on main letter head) or the office copy will do? This is the rare case and I have never come across such thing in the past.
Regards,
Arti Shah
Hi,
You can issue him the fresh appointment letter stating duplicate on the top of the letter head with an covering letter stating that its a duplicate copy provided to you on your request as the original copy is lost.
From India, Mumbai
Dear Arti,
Greetings for the day,
This is not a big issue , issue the same at earliest duly signed by your authorized signatory, and mark the same as duplicate.
Thanks & regards,
Sumit Kumar Saxena,
9899669071, 0120-4131277
From India, Ghaziabad
Greetings for the day,
This is not a big issue , issue the same at earliest duly signed by your authorized signatory, and mark the same as duplicate.
Thanks & regards,
Sumit Kumar Saxena,
9899669071, 0120-4131277
From India, Ghaziabad
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Appointment letter-format.d oc