Hi All,
I am about to start a BPO in partnership effective 1st of August. By Monday, we have to provide appointment letters to the selected guys in Karnataka.
Can anyone please help regarding a sample format , content sugesstions, how to do salary breakup etc as we are new to the field?
Regards,
Mamta
From India, New Delhi
I am about to start a BPO in partnership effective 1st of August. By Monday, we have to provide appointment letters to the selected guys in Karnataka.
Can anyone please help regarding a sample format , content sugesstions, how to do salary breakup etc as we are new to the field?
Regards,
Mamta
From India, New Delhi
Hi Mamta,
I am not from BPO background at all,But I can share with you my Company's Appointment Letter which we use for our own. You can change the formant as per your own convenience.
< Date >
To: < Employee Name >,
_____________________,
_____________________,
_____________________.
Dear < Employee Name >,
With reference to your application and subsequent interviews you have had with us, and further to letter of offer dated < Date > we are pleased to appoint you as < Designation > in our organization with effect from < Date >, subject to the following terms & conditions. This letter of appointment supersedes all other communications made to you prior to the date of issue of this appointment letter.
1.PLACE OF WORK
Your place of work will be ......................... However, you may be required to work anywhere in India or overseas, if the company so directs based on the exigencies of work. You would also provide your services for the company, its subsidiaries or associates, if, as and when required.
2.EMOLUMENTS
Your total compensation (Cost to the Company) will be Rs. < CTC > (Rupees < CTC > only) per annum. The breakup of emoluments is annexed herewith.
3.REPORTING
You would be reporting to the < Designation> and/or to whosoever the Company deems fit to be your supervisor.
4.PROBATION
You will be placed on probation for a period of six months from your date of joining. On the successful completion of your probation period, you will be confirmed in writing. Your probation period can be extended in case the management is not satisfied with your performance. The probation period will be assumed to have been extended until such time as you receive your confirmation in writing.
5.REVIEWS
Performance reviews will be done on a half yearly basis with the first one at the end of six months. Your increments are discretionary and will be subject to and on the basis of your effective performance and results during the period as also the performance and results of the Company. Generally salary reviews would be done once every year.
6.RESPONSIBILITIES
In view of your office you will be required to carry out your duties and responsibilities effectively, to achieve the desired results which may include working late hours.
7.LEAVE
Every employee is eligible for leaves as per the prevailing leave policy.
8. NO SIMULTANEOUS EMPLOYMENT
While employed with this company, you will not in any circumstances be permitted to work for any other firm or person, either whole time or part time, to own, or in any way be associated with any firm or person as advisor, director or partner, whether paid or not, for your services, without prior written permission of the company.
9.CONFIDENTIALITY OF INFORMATION
a)You will not, during the continuance of this appointment and thereafter, disclose, divulge or communicate to any interested or other persons, whatsoever, any information relating to the company’s technical know how, business practices or any other information of a confidential character.
b)The employee shall treat all information obtained by him/her during the course of his/her employment with the Company, either directly from the other employees of the Company, or during the course of his / her work with the Company, as strictly confidential.
c)Such information may include, without limitation, the Company’s finances, customers, clients, modes of operation, information relating to research, development, trade secrets, contact names, addresses, phone numbers, etc., but shall not include information known or available to the Employee prior to his / her employment with the Company and/ or readily available to persons of ordinary skills in the assigned areas of technical / business expertise.
10.DISCIPLINE
a)You will be governed by the company’s rules and regulations that may be promulgated from time to time.
b)You shall not refuse to take up any assignment that may be offered to you by the company.
c)You shall be expected to abide by the rules and regulations of the company, be courteous, honest and professional within the company or with its clients/customers, and maintain & represent the Company’s high standards of professional Services at all times, whether in the Company or at its client’s site(s).
d)You shall be responsible for all company properties and material that are in your possession, and all infrastructure like telephones, computers, projectors etc that have been provided to you to enable you in your work.
e)You shall not publicly criticize, defame or misrepresent the Company and shall not, knowingly, commit any such actions which may result in the Company’s image / business being adversely affected.
f)During the course of your employment with the Company, you will not solicit business of any nature, either directly or indirectly, for yourself, or for any other party, from the Company’s clients and / or customers.
11.POSTAL ADDRESS
You will keep the company informed of the postal address along with contact number for communication including the changes that may occur during your period of employment with the company.
12.WORKING HOURS
You shall be expected to work a minimum of 40 hours a week between 10 AM and 7 PM on weekdays. The working hours are subject to change, depending on the requirements of the Company.
13.OWNERSHIP OF INVENTIONS, IDEAS, ETC.
a)The company shall be the sole owner of all inventions, ideas, materials, systems, codes, etc. that may be devised / created by the Employee in the course of his / her employment with the Company.
b)The Employee shall have no claim of any nature whatsoever and undertakes not to utilize, part with or divulge such information to any third party, even after he / she has ceased to be an employee of the company.
c)The above terms and conditions shall be binding upon both the parties hereto during the entire course of employment of the Employee with the Company.
d)Apart from the above terms and conditions, you shall be bound by, and shall adhere to such other rules and regulations as may be in force, from time to time, in the Company.
14.AUTHENTICITY OF INFORMATION
This appointment is made on the basis of information provided by you in the application and also at the time of interview. Original copies of your certificates, testimonials and previous employment records should be submitted along with the photocopies for verification. If any declarations given by you to the Company prove to be false or if you are found to have willfully suppressed any material information, you will be liable to be removed from service without any notice.
15.TERMINATION
a)This contract of employment is terminable by either party by giving a 15 days notice during probationary period and a 30 days notice on/after confirmation or on payment of salary in lieu of the notice period. Either party is not bound to give any reason thereof. The Company reserves the right to recover salary in lieu of any un-served notice period. Further, the Company may at its discretion relieve you from such date as it may deem fit even before the expiry of the notice period and is not bound to give any reason thereof.
b)In the event of any misconduct or breach of terms of employment on the part of the employee during probation or on/after confirmation the Company reserves the right to terminate this contract immediately without any notice.
c)If any Privilege leave is due to the employee, salary in lieu of such leave will be paid, subject to the limits laid down in this respect.
d)On termination of this contract, you will immediately give up to the Company before you are relieved, all correspondence, specifications, formulae, books, documents, cost data, market data, literature, drawings, effects or records, etc. belonging to the Company or relating to its business and shall not make or retain any copies of these items.
The above terms and conditions are subject to changes from time to time and the same would be communicated to you in writing. Please sign the copy of this letter, as a token of acceptance of your appointment on the terms and conditions mentioned above.
We welcome you aboard and wish you a pleasant, fruitful and mutually beneficial association with the Company.
Warm Regards,
For XYZ P. Ltd.,
Managing Director
I agree to abide by the terms and conditions mentioned in the letter of appointment
Name : Date :
Signature : Place
Hopw this will work.
Rdgs,
Rinky
From India, Lucknow
4I am not from BPO background at all,But I can share with you my Company's Appointment Letter which we use for our own. You can change the formant as per your own convenience.
< Date >
To: < Employee Name >,
_____________________,
_____________________,
_____________________.
Dear < Employee Name >,
With reference to your application and subsequent interviews you have had with us, and further to letter of offer dated < Date > we are pleased to appoint you as < Designation > in our organization with effect from < Date >, subject to the following terms & conditions. This letter of appointment supersedes all other communications made to you prior to the date of issue of this appointment letter.
1.PLACE OF WORK
Your place of work will be ......................... However, you may be required to work anywhere in India or overseas, if the company so directs based on the exigencies of work. You would also provide your services for the company, its subsidiaries or associates, if, as and when required.
2.EMOLUMENTS
Your total compensation (Cost to the Company) will be Rs. < CTC > (Rupees < CTC > only) per annum. The breakup of emoluments is annexed herewith.
3.REPORTING
You would be reporting to the < Designation> and/or to whosoever the Company deems fit to be your supervisor.
4.PROBATION
You will be placed on probation for a period of six months from your date of joining. On the successful completion of your probation period, you will be confirmed in writing. Your probation period can be extended in case the management is not satisfied with your performance. The probation period will be assumed to have been extended until such time as you receive your confirmation in writing.
5.REVIEWS
Performance reviews will be done on a half yearly basis with the first one at the end of six months. Your increments are discretionary and will be subject to and on the basis of your effective performance and results during the period as also the performance and results of the Company. Generally salary reviews would be done once every year.
6.RESPONSIBILITIES
In view of your office you will be required to carry out your duties and responsibilities effectively, to achieve the desired results which may include working late hours.
7.LEAVE
Every employee is eligible for leaves as per the prevailing leave policy.
8. NO SIMULTANEOUS EMPLOYMENT
While employed with this company, you will not in any circumstances be permitted to work for any other firm or person, either whole time or part time, to own, or in any way be associated with any firm or person as advisor, director or partner, whether paid or not, for your services, without prior written permission of the company.
9.CONFIDENTIALITY OF INFORMATION
a)You will not, during the continuance of this appointment and thereafter, disclose, divulge or communicate to any interested or other persons, whatsoever, any information relating to the company’s technical know how, business practices or any other information of a confidential character.
b)The employee shall treat all information obtained by him/her during the course of his/her employment with the Company, either directly from the other employees of the Company, or during the course of his / her work with the Company, as strictly confidential.
c)Such information may include, without limitation, the Company’s finances, customers, clients, modes of operation, information relating to research, development, trade secrets, contact names, addresses, phone numbers, etc., but shall not include information known or available to the Employee prior to his / her employment with the Company and/ or readily available to persons of ordinary skills in the assigned areas of technical / business expertise.
10.DISCIPLINE
a)You will be governed by the company’s rules and regulations that may be promulgated from time to time.
b)You shall not refuse to take up any assignment that may be offered to you by the company.
c)You shall be expected to abide by the rules and regulations of the company, be courteous, honest and professional within the company or with its clients/customers, and maintain & represent the Company’s high standards of professional Services at all times, whether in the Company or at its client’s site(s).
d)You shall be responsible for all company properties and material that are in your possession, and all infrastructure like telephones, computers, projectors etc that have been provided to you to enable you in your work.
e)You shall not publicly criticize, defame or misrepresent the Company and shall not, knowingly, commit any such actions which may result in the Company’s image / business being adversely affected.
f)During the course of your employment with the Company, you will not solicit business of any nature, either directly or indirectly, for yourself, or for any other party, from the Company’s clients and / or customers.
11.POSTAL ADDRESS
You will keep the company informed of the postal address along with contact number for communication including the changes that may occur during your period of employment with the company.
12.WORKING HOURS
You shall be expected to work a minimum of 40 hours a week between 10 AM and 7 PM on weekdays. The working hours are subject to change, depending on the requirements of the Company.
13.OWNERSHIP OF INVENTIONS, IDEAS, ETC.
a)The company shall be the sole owner of all inventions, ideas, materials, systems, codes, etc. that may be devised / created by the Employee in the course of his / her employment with the Company.
b)The Employee shall have no claim of any nature whatsoever and undertakes not to utilize, part with or divulge such information to any third party, even after he / she has ceased to be an employee of the company.
c)The above terms and conditions shall be binding upon both the parties hereto during the entire course of employment of the Employee with the Company.
d)Apart from the above terms and conditions, you shall be bound by, and shall adhere to such other rules and regulations as may be in force, from time to time, in the Company.
14.AUTHENTICITY OF INFORMATION
This appointment is made on the basis of information provided by you in the application and also at the time of interview. Original copies of your certificates, testimonials and previous employment records should be submitted along with the photocopies for verification. If any declarations given by you to the Company prove to be false or if you are found to have willfully suppressed any material information, you will be liable to be removed from service without any notice.
15.TERMINATION
a)This contract of employment is terminable by either party by giving a 15 days notice during probationary period and a 30 days notice on/after confirmation or on payment of salary in lieu of the notice period. Either party is not bound to give any reason thereof. The Company reserves the right to recover salary in lieu of any un-served notice period. Further, the Company may at its discretion relieve you from such date as it may deem fit even before the expiry of the notice period and is not bound to give any reason thereof.
b)In the event of any misconduct or breach of terms of employment on the part of the employee during probation or on/after confirmation the Company reserves the right to terminate this contract immediately without any notice.
c)If any Privilege leave is due to the employee, salary in lieu of such leave will be paid, subject to the limits laid down in this respect.
d)On termination of this contract, you will immediately give up to the Company before you are relieved, all correspondence, specifications, formulae, books, documents, cost data, market data, literature, drawings, effects or records, etc. belonging to the Company or relating to its business and shall not make or retain any copies of these items.
The above terms and conditions are subject to changes from time to time and the same would be communicated to you in writing. Please sign the copy of this letter, as a token of acceptance of your appointment on the terms and conditions mentioned above.
We welcome you aboard and wish you a pleasant, fruitful and mutually beneficial association with the Company.
Warm Regards,
For XYZ P. Ltd.,
Managing Director
I agree to abide by the terms and conditions mentioned in the letter of appointment
Name : Date :
Signature : Place
Hopw this will work.
Rdgs,
Rinky
From India, Lucknow
Thanks a ton Rinki. The format is something exactly what we were looking for. Its such a great help. Please keep up the good work to help those in need. I will continue to seek ur guidance. This forum is fortunate to have dedicated members like you.
From India, New Delhi
From India, New Delhi
Hi there !
You will have to go through formats used by different companies and make use of best suitable and relevant clauses. It will be ideal for you if you get 4 - 5 such formats so that you can have good variety as well.
Best of luck !
- Hiten
/APPOINT/07/ Date:
To,
Dear Mr./ Ms. _____________,
Re: Your appointment in the company
With reference to your application and the subsequent interview that you had with us on –date- for employment in our company, we are pleased to appoint you as “_______________” on following terms and conditions:
Date of joining: :
This appointment letter is valid for your joining on or before __(date)_. In case of your not complying this, the appointment would be treated as cancelled.
Medical Fitness:
The appointment is valid only in case of your being found medically fit to perform your duties by the registered Medical Practitioner authorized by the Company. Further, your fitness for the job is subject to periodical medical examinations by the company.
Certificate / Testimonials :
The appointment is further subject to your providing documented proofs about details mentioned in the Application form by you and information provided by you during interviews with the management. This includes;
- Certificates of educational qualifications and any other professional qualification.
- Details of membership, if any, of Provident Fund, ESI, Family Pension Scheme etc.,
- Certificates from the previous employer(s) regarding position held, emoluments earned, general conduct during employment, reason and date of leaving the previous employer / organization.
Probation period:
The period of first six months from your joining duty will be considered as Probation period. During this period you are required to get yourself acquainted to the job. At the end of this period your performance will be reviewed. Satisfactory performance may lead to confirmation of your services with the company and unsatisfactory performance can lead to extension of probation period for another three months or cessation of your employment. This will be at sole discretion of the management. Your probation period would be considered to be extended if you are not intimated in writing about Confirmation of your services.
Page 01 of 03
Page 02 of 03
Accountability & Job Responsibilities:
The Annexure – I attached herewith states the accountability and responsibilities of your position. A copy of the same be returned back to us as token of your having it read, understood and accepted the same. The accountability and responsibilities are subject to addition, removal or alteration by the management as and when found necessary by the management.
Remuneration:
Your remuneration will be as described below:
Basic salary + DA : Rs. _____ per month
H. R. A. : Rs. _____ per month
L. T. A. : Rs. _____ per month
Medical Allowance : Rs. _____ per month
Conveyance Allowance: Rs. _____ per month
Total : Rs. _____ per month
(Rupees per month)
In addition to the above you will be governed by the statutory provisions on Bonus, Provident Fund and Gratuity from time to time.
Working Hours and Weekly Off :
You will attend your duties and discharge the responsibilities entrusted upon you as per the working hours scheduled by the management for your department or functional area. The schedules for working hours and weekly off authorized by superiors will have to be complied all the time. Such schedules are subject to changes and modifications depending upon exigencies of work. You may be transferred from one shift to another as and when need arises and also you may be required to work for extra hours keeping in view the urgency of work as deemed necessary by your superiors.
Leave:
You will be entitled to a total number of ___ days leave for a calendar year comprising of __ Casual Leave, __ Sick Leave and __ Earned Leave. This distribution and entitlement is subject to change. Entitlement and utilization of Earned Leave will be governed by the Factories Act. Entitlement of Leave is not the right to leave. Advance approval / sanction of superiors and reporting authority is to be obtained before availing any leave. Remaining absent from duty without sanctioned leave will be treated as unauthorized leave.
Transfer:
Your employment is liable for transfer from one department to another or from one unit / office / plant / site / location to the other unit / office / plant / site / location of the company whether existing or which may come in existence in future anywhere across the country.
On all such transfers, the conditions of services and rules and regulations applicable at the place of transfer will be applicable to you.
Page 03 of 03
Secrecy :
A complete secrecy will have to be observed by you on all company matters including Security arrangements, Technical know-how, Financial and Administrative matters. And shall not divulge or be responsible for divulging any secret of the company to any person(s) during your employment and afterwards. Any breach of this condition on your part shall be enough to terminate your services from the company with immediate effect.
Safe up-keeping of company’s property:
Safe up-keeping and return in good conditions and order of all the company’s property such as tools, equipments, instruments, uniform, literature etc. in your use / custody / care / charge will have to be observed by you. Accountability of any such goods or literatures etc. provided to you for official purpose will be yours. On completion of work or assignment or at the termination or cessation of employment, you will return all such properties allotted to you to your reporting authority with record.
Termination :
Your employment with the company can be terminated by the management with immediate effect with out assigning any reason whatsoever during the training or probationary period of your services. Any breach of trust on your part will be liable for termination of your services with immediate effect. After confirmation, your services can be terminated by either side only on giving one calendar month’s advance notice or paying the notice pay in lieu of notice period
You will adhere to the rules and policies of the company existing or all those which may come into force in future. Extend cooperation to your colleagues in the execution of jobs and follow the instructions given by your superiors. A detail of other conditions will be provided at the time of confirmation. In the event of any situation not specified in the above terms and conditions, the management’s decision will be bound to you.
We welcome you to the company and look forward to your participation in making the activities of the company an outstanding success.
You are requested to treat this appointment letter as a confidential document. Please sign and return the duplicate copy of this letter in token of acceptance of the terms and conditions mentioned above.
for, ____________________________________,
(_________________)
CHIEF EXECUTIVE OFFICER
I accepted the terms and conditions of this appointment.
Full name & Signature:
Date:
From India, New Delhi
You will have to go through formats used by different companies and make use of best suitable and relevant clauses. It will be ideal for you if you get 4 - 5 such formats so that you can have good variety as well.
Best of luck !
- Hiten
/APPOINT/07/ Date:
To,
Dear Mr./ Ms. _____________,
Re: Your appointment in the company
With reference to your application and the subsequent interview that you had with us on –date- for employment in our company, we are pleased to appoint you as “_______________” on following terms and conditions:
Date of joining: :
This appointment letter is valid for your joining on or before __(date)_. In case of your not complying this, the appointment would be treated as cancelled.
Medical Fitness:
The appointment is valid only in case of your being found medically fit to perform your duties by the registered Medical Practitioner authorized by the Company. Further, your fitness for the job is subject to periodical medical examinations by the company.
Certificate / Testimonials :
The appointment is further subject to your providing documented proofs about details mentioned in the Application form by you and information provided by you during interviews with the management. This includes;
- Certificates of educational qualifications and any other professional qualification.
- Details of membership, if any, of Provident Fund, ESI, Family Pension Scheme etc.,
- Certificates from the previous employer(s) regarding position held, emoluments earned, general conduct during employment, reason and date of leaving the previous employer / organization.
Probation period:
The period of first six months from your joining duty will be considered as Probation period. During this period you are required to get yourself acquainted to the job. At the end of this period your performance will be reviewed. Satisfactory performance may lead to confirmation of your services with the company and unsatisfactory performance can lead to extension of probation period for another three months or cessation of your employment. This will be at sole discretion of the management. Your probation period would be considered to be extended if you are not intimated in writing about Confirmation of your services.
Page 01 of 03
Page 02 of 03
Accountability & Job Responsibilities:
The Annexure – I attached herewith states the accountability and responsibilities of your position. A copy of the same be returned back to us as token of your having it read, understood and accepted the same. The accountability and responsibilities are subject to addition, removal or alteration by the management as and when found necessary by the management.
Remuneration:
Your remuneration will be as described below:
Basic salary + DA : Rs. _____ per month
H. R. A. : Rs. _____ per month
L. T. A. : Rs. _____ per month
Medical Allowance : Rs. _____ per month
Conveyance Allowance: Rs. _____ per month
Total : Rs. _____ per month
(Rupees per month)
In addition to the above you will be governed by the statutory provisions on Bonus, Provident Fund and Gratuity from time to time.
Working Hours and Weekly Off :
You will attend your duties and discharge the responsibilities entrusted upon you as per the working hours scheduled by the management for your department or functional area. The schedules for working hours and weekly off authorized by superiors will have to be complied all the time. Such schedules are subject to changes and modifications depending upon exigencies of work. You may be transferred from one shift to another as and when need arises and also you may be required to work for extra hours keeping in view the urgency of work as deemed necessary by your superiors.
Leave:
You will be entitled to a total number of ___ days leave for a calendar year comprising of __ Casual Leave, __ Sick Leave and __ Earned Leave. This distribution and entitlement is subject to change. Entitlement and utilization of Earned Leave will be governed by the Factories Act. Entitlement of Leave is not the right to leave. Advance approval / sanction of superiors and reporting authority is to be obtained before availing any leave. Remaining absent from duty without sanctioned leave will be treated as unauthorized leave.
Transfer:
Your employment is liable for transfer from one department to another or from one unit / office / plant / site / location to the other unit / office / plant / site / location of the company whether existing or which may come in existence in future anywhere across the country.
On all such transfers, the conditions of services and rules and regulations applicable at the place of transfer will be applicable to you.
Page 03 of 03
Secrecy :
A complete secrecy will have to be observed by you on all company matters including Security arrangements, Technical know-how, Financial and Administrative matters. And shall not divulge or be responsible for divulging any secret of the company to any person(s) during your employment and afterwards. Any breach of this condition on your part shall be enough to terminate your services from the company with immediate effect.
Safe up-keeping of company’s property:
Safe up-keeping and return in good conditions and order of all the company’s property such as tools, equipments, instruments, uniform, literature etc. in your use / custody / care / charge will have to be observed by you. Accountability of any such goods or literatures etc. provided to you for official purpose will be yours. On completion of work or assignment or at the termination or cessation of employment, you will return all such properties allotted to you to your reporting authority with record.
Termination :
Your employment with the company can be terminated by the management with immediate effect with out assigning any reason whatsoever during the training or probationary period of your services. Any breach of trust on your part will be liable for termination of your services with immediate effect. After confirmation, your services can be terminated by either side only on giving one calendar month’s advance notice or paying the notice pay in lieu of notice period
You will adhere to the rules and policies of the company existing or all those which may come into force in future. Extend cooperation to your colleagues in the execution of jobs and follow the instructions given by your superiors. A detail of other conditions will be provided at the time of confirmation. In the event of any situation not specified in the above terms and conditions, the management’s decision will be bound to you.
We welcome you to the company and look forward to your participation in making the activities of the company an outstanding success.
You are requested to treat this appointment letter as a confidential document. Please sign and return the duplicate copy of this letter in token of acceptance of the terms and conditions mentioned above.
for, ____________________________________,
(_________________)
CHIEF EXECUTIVE OFFICER
I accepted the terms and conditions of this appointment.
Full name & Signature:
Date:
From India, New Delhi
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Appointment letter-format.d oc