Dear All,
Request your inputs:
Is it mandatory to mention Last name in employee records?
I understand it helps reducing confusion in case there are multiple employees by same name but this can be taken care as organizations assign unique Emp code to each employee.
Case:
One of the employees in my organization noticed after 1 yr that his appointment letter & salary slip shows his full name (first & last name) whereas his documents – passport & academic documents state his first name only. Now he wants us to issue revised appointment letter / salary slip or a document stating that the organization has taken a note and going forward will issue employment related documents as per his updated name (I.e. First name only).
Although I do not see any issue in changing the records, as it should have been taken care at the time of joining itself, but would like to know if it would lead to any other issue.
From India, New Delhi
Request your inputs:
Is it mandatory to mention Last name in employee records?
I understand it helps reducing confusion in case there are multiple employees by same name but this can be taken care as organizations assign unique Emp code to each employee.
Case:
One of the employees in my organization noticed after 1 yr that his appointment letter & salary slip shows his full name (first & last name) whereas his documents – passport & academic documents state his first name only. Now he wants us to issue revised appointment letter / salary slip or a document stating that the organization has taken a note and going forward will issue employment related documents as per his updated name (I.e. First name only).
Although I do not see any issue in changing the records, as it should have been taken care at the time of joining itself, but would like to know if it would lead to any other issue.
From India, New Delhi
604
To avoid the confusion and as well legal issues better to consider the name mentioned in Secondary school leaving certificate ( X class / SSC/ SSLC & matriculation etc.,) because this is the document where there is date of Birth etc., hence in general majority of the organizations consider this as a base document and follow.
Regards - kamesh
From India, Hyderabad
Regards - kamesh
From India, Hyderabad
You always refer to the basic record - preferably Xth passing certificate, of the candidate / employee and follow the same name pattern in your records too. Nobody is authorised to deviate (even spelling mentioned in the name) from the basic records of other person. Many an occasion while creating various records like PAN, EPF, etc. data is entered local data entry operators. They will put new spellings / add middle name, new surname, etc to names the way they are familiar with in their native state. It can create lots of issues sometime in critical times, adding more pains to the situation.
There are differences in naming pattern in different parts of our country, try to accommodate all diversities.
Therefore suggest not to do any R&D with names of other people, just follow how it is appearing in the basic record of that person.
Suresh
From India, Pune
There are differences in naming pattern in different parts of our country, try to accommodate all diversities.
Therefore suggest not to do any R&D with names of other people, just follow how it is appearing in the basic record of that person.
Suresh
From India, Pune
Dear Friend,
If a candidate is selected after interview, we ask him to furnish all Certificates of educational qualification, KYC like PAN,Voter Id,Pass Port,Bank details etc.before issuing him final appointment letter. The date of birth is an important aspect while we recruit a candidate. It is always advisable to check all documents including Secondary school leaving certificate recording DOB. Whatever name is recorded in all certificates including KYC documents of the candidate, it should be considered his correct and proper name and accordingly,appointment letter must be issued (first name first and last name last).On your own will you can not write last name first and second name last. This may lead to lot of future complecation.
In case there is any mismatch of name to have noticed in any of the documents as aforesaid, you should advise the candidate to furnish an Affidavit (from 1st Class Magistrate) to this effect.For the purpose of avoiding unnecessary confusion and future problems, you should mention full name of the candidate as per documents furnished by the candidate without any alteration.
From India, Calcutta
If a candidate is selected after interview, we ask him to furnish all Certificates of educational qualification, KYC like PAN,Voter Id,Pass Port,Bank details etc.before issuing him final appointment letter. The date of birth is an important aspect while we recruit a candidate. It is always advisable to check all documents including Secondary school leaving certificate recording DOB. Whatever name is recorded in all certificates including KYC documents of the candidate, it should be considered his correct and proper name and accordingly,appointment letter must be issued (first name first and last name last).On your own will you can not write last name first and second name last. This may lead to lot of future complecation.
In case there is any mismatch of name to have noticed in any of the documents as aforesaid, you should advise the candidate to furnish an Affidavit (from 1st Class Magistrate) to this effect.For the purpose of avoiding unnecessary confusion and future problems, you should mention full name of the candidate as per documents furnished by the candidate without any alteration.
From India, Calcutta
SPKR
Dear Ananymous,
The problem posed by you is a common issue. Suggestion of Kamesh 333 can be accepted. For all practical purpose candidates name and date of birth as recorded in Metric/X pass Certificate/School leaving certificate holds good. I feel the employee who is seeking correction has not taken precaution initially. Pardon him and obtain a declaration along with anyone certified copy of the Metric/X pass Certificate/School leaving certificate as the base records evidencing his request. The correction can be made with an office order. These documents shall be placed in his Bio-data/History of Service records
From India, Bangalore
Dear Ananymous,
The problem posed by you is a common issue. Suggestion of Kamesh 333 can be accepted. For all practical purpose candidates name and date of birth as recorded in Metric/X pass Certificate/School leaving certificate holds good. I feel the employee who is seeking correction has not taken precaution initially. Pardon him and obtain a declaration along with anyone certified copy of the Metric/X pass Certificate/School leaving certificate as the base records evidencing his request. The correction can be made with an office order. These documents shall be placed in his Bio-data/History of Service records
From India, Bangalore
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