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Dear All,

We have an employee in our company who has misplaced his appointment letter. He has requested the HR department to issue a new letter for him. Should I give the original letter (on the main letterhead) or will the office copy suffice? This is a rare case, and I have never come across such a thing in the past.

Regards, Arti Shah

From India, Bombay
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Such an irresponsible thing!!

Well Arti, it's not a big deal, dear. You can give him/her an office copy that you have kept duly signed by the employee while giving the joining of this employee. But you need to ask the employee for the same copy and how this happened, as this is not a good thing and also shows that something is wrong. Is this a new employee or what? Try to find out whether he/she is happy with the current situation/working conditions. It seems to me that the employee is looking for a change and has to show this to the other employer or something similar.

In the end, issuing a copy of the appointment letter to the employee is not a big deal.

From India, Gurgaon
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Thanks Anil and Babu... Well he is new employee just joined us in January. His reporting manager has mailed me and requested for a new copy of the letter. Regards Arti Shah
From India, Bombay
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Dear Arti,

Sometimes it happens. Nothing to dwell on this. Moreover, you also received an email from his reporting manager regarding the same, so you can proceed with that. Simply forward that email with your feedback to your head, obtain his/her approval, document it, and reissue the appointment letter.

Thanks & Regards

CRK

From India, Vijayawada
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On the basis of a written request from the employee, you may give him the copy of the original letter. Vasant Nair
From India, Mumbai
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Give him another original letter and in the footer just mentioned reissued on <<today's date>> come on friends use some sense, humans are bound to make some mistakes, and when educational institutions, including the state boards, issue duplicate certificates for 12th, degree, etc., what problem should you have? Certainly, State Board certificates are more valuable than your appointment letter. So issue immediately. ASAP, and report back on what happened.
From India, Madras
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Can someone tell me what the significance of the Appointment Letter is in India? I am mystified why this is such a big deal. In this case, surely you can just photocopy the office copy and give it to him. The HR Manager can note on it that it is a copy to replace a lost copy and sign accordingly if there is some sort of legal significance.
From Australia, Melbourne
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Dear 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 Shaikh
From India, Bhubaneswar
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How can you part away with your Office Copy ? Dont' you need to keep it in your records ? Photocopy or Fresh Print is perfectly okey.
From India, Pune
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Dear Arti, after taking written statement give him duplicate copy and write in front IInd copy with original signature . No Problem
From India, Haldwani
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