Dear arti shah, It is common. You can issue another appointment order copying from the copy order kept in his personal file with an endorsement DUPLICATE. regards
From India, Hyderabad
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16From India, Hyderabad
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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 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
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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 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
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Nothing is wrong with providing another copy of the appointment letter to the employee, as you are not handing over a copy of the 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
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PS Dhingra
Chief Executive Officer
Dhingra Group of Management & Vigilance Consultants
New Delhi
dcgroup1962@gmail.com
From India, Delhi
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Dear Arti,
I find nothing wrong in issuing the individual with a fresh copy of the appointment letter. I hope that the original copy is preserved with your office records. Firstly, to me, it seems to be an innocuous thing. It might be that the reporting manager or some other senior has asked for a reference. Even in the worst case scenario, if he wants to use it as a tool for switching over, besides taking preventive measures, our hands are tied. So please go ahead and provide the documents with an endorsement as "DUPLICATE COPY."
Thanks,
DS
From India, Kanpur
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I find nothing wrong in issuing the individual with a fresh copy of the appointment letter. I hope that the original copy is preserved with your office records. Firstly, to me, it seems to be an innocuous thing. It might be that the reporting manager or some other senior has asked for a reference. Even in the worst case scenario, if he wants to use it as a tool for switching over, besides taking preventive measures, our hands are tied. So please go ahead and provide the documents with an endorsement as "DUPLICATE COPY."
Thanks,
DS
From India, Kanpur
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Subject: Lost Appointment Order
Err is human. The employee lost the appointment order. What does an HR person have to do?
Get a request letter from the employee briefing the loss of the appointment order. Put it in his personal file, inform your higher-ups, and issue the same appointment order without changing any data, details, or terms and conditions, etc. Mention the same date originally stated in the order, issue it to him, and get it signed on a duplicate of the order.
Implications: You will establish a good relationship with the employee, and word will spread that the HR department is considerate, not autocratic. Legally, nothing adverse will happen to the organization. Instead, a positive atmosphere in the organization will begin.
We need not expose his weakness by mentioning the duplicate, etc. If it is mentioned, he cannot use it for his future purposes.
As far as possible, as an HR person, we have to help the employees in maximum possible ways without damaging the organization's interest or deviating from the organization's rules.
No rule in the organization is an iron corridor. It can be bent for the employee's benefit with the approval of the higher-ups, and the same rule can be amended in writing to suit the situation and made public. The trend is dynamic, and we must adapt to the changing scenario.
V. Selvaraj
Sr. Executive (HR)
From India, Bangalore
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Err is human. The employee lost the appointment order. What does an HR person have to do?
Get a request letter from the employee briefing the loss of the appointment order. Put it in his personal file, inform your higher-ups, and issue the same appointment order without changing any data, details, or terms and conditions, etc. Mention the same date originally stated in the order, issue it to him, and get it signed on a duplicate of the order.
Implications: You will establish a good relationship with the employee, and word will spread that the HR department is considerate, not autocratic. Legally, nothing adverse will happen to the organization. Instead, a positive atmosphere in the organization will begin.
We need not expose his weakness by mentioning the duplicate, etc. If it is mentioned, he cannot use it for his future purposes.
As far as possible, as an HR person, we have to help the employees in maximum possible ways without damaging the organization's interest or deviating from the organization's rules.
No rule in the organization is an iron corridor. It can be bent for the employee's benefit with the approval of the higher-ups, and the same rule can be amended in writing to suit the situation and made public. The trend is dynamic, and we must adapt to the changing scenario.
V. Selvaraj
Sr. Executive (HR)
From India, Bangalore
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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
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From India, Bangalore
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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
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From India, Udaipur
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[QUOTE=Arti Shah; 1458238]
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 situation in the past.
Regards,
Arti Shah
Hi,
You can issue him the fresh appointment letter stating "duplicate" on the top of the letterhead, with a covering letter stating that it's a duplicate copy provided to you upon your request as the original copy is lost.
From India, Mumbai
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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 situation in the past.
Regards,
Arti Shah
Hi,
You can issue him the fresh appointment letter stating "duplicate" on the top of the letterhead, with a covering letter stating that it's a duplicate copy provided to you upon your request as the original copy is lost.
From India, Mumbai
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Dear Arti,
Greetings for the day.
This is not a big issue; issue the same at the 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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Greetings for the day.
This is not a big issue; issue the same at the 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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