what are the various ways to do a check on the list of documents submitted by the new joinees?
From India, Kolkata
Acknowledge(0)
Amend(0)
1From India, Kolkata
Acknowledge(0)Amend(0)
Hi Tanushree,
There may be various ways to check the documents of the new joinees. But in our organization, we practice the following way which I learned in my initial period:
- You can have an Excel sheet (hard copy & soft copy) ready with you which includes the necessary supporting docs.
- You can just tick mark in front of the docs mentioned in the list while collecting the docs from him/her.
- In this sheet, you can even mention the remarks in front of the particular doc in case of delayed submission (e.g. degree certificate - to be submitted in the last week of July or pending till July).
- Additionally, you can even mail the soft copy to the new joinee before his joining, so that he can get all the docs accordingly.
- And that sheet can be filed on the top of the joinees file along with all his docs. This would help you for future reference also.
Hope this will help you.
Regards,
From India, Pune
Acknowledge(0)Amend(0)
There may be various ways to check the documents of the new joinees. But in our organization, we practice the following way which I learned in my initial period:
- You can have an Excel sheet (hard copy & soft copy) ready with you which includes the necessary supporting docs.
- You can just tick mark in front of the docs mentioned in the list while collecting the docs from him/her.
- In this sheet, you can even mention the remarks in front of the particular doc in case of delayed submission (e.g. degree certificate - to be submitted in the last week of July or pending till July).
- Additionally, you can even mail the soft copy to the new joinee before his joining, so that he can get all the docs accordingly.
- And that sheet can be filed on the top of the joinees file along with all his docs. This would help you for future reference also.
Hope this will help you.
Regards,
From India, Pune
Acknowledge(0)Amend(0)
(1) Intermediate Mark sheet (2) Graduate Mark sheet (3) Technical degree (4) Experience Certificate (5) Leaving certificate
From India, Indore
Acknowledge(0)Amend(0)
From India, Indore
Acknowledge(0)Amend(0)
Dear Tanushree,
The steps to be followed during the documents check are:
1. Initially, prepare the list of requisites to be submitted by the candidate (educational certificates from 10th to graduation or post-graduation, if applicable).
Note: If the opening is for freshers, then the above-mentioned documents are to be checked.
If the opening is for experienced candidates, then:
a) Appointment letter of the previous employer.
b) Experience letter (from when the candidate started working in that particular organization).
c) Salary slips of the last 3 months or bank statement.
d) Photo ID proof.
2. Check whether the documents submitted are as per the checklist of requisites prepared by you.
3. Check if the dates of certificates, holograms of certificates, date of joining on the appointment letter match with salary slips and experience letter. Ensure the address of the company, etc., is the same in all the linked documents as per the candidate's resume.
4. Salary slips should contain detailed information like TDS, BASIC, HRA, number of working days, number of days present, etc. If anything is found to be improper, ask the candidate for a salary bank statement, which cannot be faked in many cases.
5. For the background check, ask the candidate for references from the previous company. Call them and gather feedback about the candidate.
6. Essentially, your goal is to verify whether the candidate has genuine experience and certificates.
I could guide you as per my knowledge. I would welcome comments and additional suggestions from seniors.
Thank you,
Mrunalini Achanta
Asst HR
Consynchro SoftTech Pvt Ltd.
From India, Hyderabad
Acknowledge(0)Amend(0)
The steps to be followed during the documents check are:
1. Initially, prepare the list of requisites to be submitted by the candidate (educational certificates from 10th to graduation or post-graduation, if applicable).
Note: If the opening is for freshers, then the above-mentioned documents are to be checked.
If the opening is for experienced candidates, then:
a) Appointment letter of the previous employer.
b) Experience letter (from when the candidate started working in that particular organization).
c) Salary slips of the last 3 months or bank statement.
d) Photo ID proof.
2. Check whether the documents submitted are as per the checklist of requisites prepared by you.
3. Check if the dates of certificates, holograms of certificates, date of joining on the appointment letter match with salary slips and experience letter. Ensure the address of the company, etc., is the same in all the linked documents as per the candidate's resume.
4. Salary slips should contain detailed information like TDS, BASIC, HRA, number of working days, number of days present, etc. If anything is found to be improper, ask the candidate for a salary bank statement, which cannot be faked in many cases.
5. For the background check, ask the candidate for references from the previous company. Call them and gather feedback about the candidate.
6. Essentially, your goal is to verify whether the candidate has genuine experience and certificates.
I could guide you as per my knowledge. I would welcome comments and additional suggestions from seniors.
Thank you,
Mrunalini Achanta
Asst HR
Consynchro SoftTech Pvt Ltd.
From India, Hyderabad
Acknowledge(0)Amend(0)
Dear Tanushree,
You must maintain their individual personal file, so the best way is to include an HR checklist (according to your company standards) in every file. This checklist should always be placed at the top of all the documents in the file. You can tick off items and, if required, add remarks. I am attaching a sample of the HR checklist that I am currently using.
Apart from this, you can also maintain the checklist in Excel. However, including the checklist in the files is both easy and mandatory.
Regards,
Gunjan
From India, Delhi
Acknowledge(0)Amend(0)
You must maintain their individual personal file, so the best way is to include an HR checklist (according to your company standards) in every file. This checklist should always be placed at the top of all the documents in the file. You can tick off items and, if required, add remarks. I am attaching a sample of the HR checklist that I am currently using.
Apart from this, you can also maintain the checklist in Excel. However, including the checklist in the files is both easy and mandatory.
Regards,
Gunjan
From India, Delhi
Acknowledge(0)Amend(0)
Hi Tanushree,
According to me, the following procedure will help you in verifying the new entrants at the time of joining:
1. Letter of offer/Appointment.
2. Attested copies of educational and technical qualifications (submitted at the time of applying for the post).
3. Attested copy of Caste Certificate (if appointed under Reservation Category) - It would be better if the caste is mentioned at the time of the offer, so that it would facilitate the scrutiny process when calling for the Caste certificate.
4. Experience certificate, if required.
5. Bond of Surety (if applicable).
6. Attestation Form (for verification of antecedents by Police).
7. Declaration of non-employment on the date of accepting the appointment in the new post.
8. Release Order/NOC from the previous employer (especially if employed with Central/State Govt. or PSU).
9. Attested Photographs (in the required number).
10. If being appointed in the capacity of an executive - a declaration of marital status, movable / immovable property.
11. Nominations for Gratuity, Provident Fund, etc.
I hope this checklist will be comprehensive.
Suggestions are welcome.
Best wishes.
From India, New+Delhi
Acknowledge(0)Amend(0)
According to me, the following procedure will help you in verifying the new entrants at the time of joining:
1. Letter of offer/Appointment.
2. Attested copies of educational and technical qualifications (submitted at the time of applying for the post).
3. Attested copy of Caste Certificate (if appointed under Reservation Category) - It would be better if the caste is mentioned at the time of the offer, so that it would facilitate the scrutiny process when calling for the Caste certificate.
4. Experience certificate, if required.
5. Bond of Surety (if applicable).
6. Attestation Form (for verification of antecedents by Police).
7. Declaration of non-employment on the date of accepting the appointment in the new post.
8. Release Order/NOC from the previous employer (especially if employed with Central/State Govt. or PSU).
9. Attested Photographs (in the required number).
10. If being appointed in the capacity of an executive - a declaration of marital status, movable / immovable property.
11. Nominations for Gratuity, Provident Fund, etc.
I hope this checklist will be comprehensive.
Suggestions are welcome.
Best wishes.
From India, New+Delhi
Acknowledge(0)Amend(0)
It is very important to keep in mind that serious checking should be made regarding the spelling of names, father's/husband's name, and date of birth - whether they are exactly as per the school final certificate. Issues may arise later, so extra care should be taken in these matters.
From India, Madras
Acknowledge(0)Amend(0)
From India, Madras
Acknowledge(0)Amend(0)
Dear Tanushree,
In addition to what our colleagues have shared, I wish to state that we come across candidates who furnish a course completion certificate in respect of a Diploma or Degree. A course completion certificate does not necessarily mean that the candidate has completed his Diploma or Degree. Hence, insist on an original Convocation Certificate and verify it.
Regards,
M.V. Kannan
From India, Madras
Acknowledge(0)Amend(0)
In addition to what our colleagues have shared, I wish to state that we come across candidates who furnish a course completion certificate in respect of a Diploma or Degree. A course completion certificate does not necessarily mean that the candidate has completed his Diploma or Degree. Hence, insist on an original Convocation Certificate and verify it.
Regards,
M.V. Kannan
From India, Madras
Acknowledge(0)Amend(0)Engage with peers to discuss and resolve work and business challenges collaboratively - share and document your knowledge. Our AI-powered platform, features real-time fact-checking, peer reviews, and an extensive historical knowledge base. - Join & Be Part Of Our Community.
5s Check List Audit for workshops.pdf
Registration for EPF-Procedures & documents.docx