Hello Gurus, Kindly guide, if we can issue a warning letter on company’s letterhead. Or there is no need to have it on letterhead.
From Saudi Arabia, Jeddah
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64From Saudi Arabia, Jeddah
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Dear Mr. Ahmed,
Almost all companies have two letterheads: one meant for outside communication and one for internal use within the company. The latter one is also commonly known as a letterhead continuation sheet. Any official communication that will be recorded officially, such as a warning, should be issued on the letterhead continuation sheet.
Regards,
I.S.
From India, Mumbai
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Almost all companies have two letterheads: one meant for outside communication and one for internal use within the company. The latter one is also commonly known as a letterhead continuation sheet. Any official communication that will be recorded officially, such as a warning, should be issued on the letterhead continuation sheet.
Regards,
I.S.
From India, Mumbai
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Dear Kashif,
Yes, all the communication related to the matters of discipline or indiscipline should be issued under the company's letterhead. It lends credibility to the communication.
Ningthoujam I: There is nothing like letterheads should be used for external communication and communication sheets should be used for internal communication. Where did you read this? Can you please provide any reference? As per the definition given in the Collins dictionary, a continuation sheet is a page that continues from the one before it, containing similar information. While communicating with an external party or for internal communication, if the document has multiple pages, then the first page is printed on the letterhead, and from the second page onward, a continuation sheet is used. Generally, the printing cost of a letterhead is higher than that of a continuation sheet as, unlike a letterhead, it just has the logo of the company and nothing else. If the continuation sheet is used from the second sheet onward, it saves the stationery cost. Hence, its usage.
Thanks,
Dinesh Divekar
From India, Bangalore
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Yes, all the communication related to the matters of discipline or indiscipline should be issued under the company's letterhead. It lends credibility to the communication.
Ningthoujam I: There is nothing like letterheads should be used for external communication and communication sheets should be used for internal communication. Where did you read this? Can you please provide any reference? As per the definition given in the Collins dictionary, a continuation sheet is a page that continues from the one before it, containing similar information. While communicating with an external party or for internal communication, if the document has multiple pages, then the first page is printed on the letterhead, and from the second page onward, a continuation sheet is used. Generally, the printing cost of a letterhead is higher than that of a continuation sheet as, unlike a letterhead, it just has the logo of the company and nothing else. If the continuation sheet is used from the second sheet onward, it saves the stationery cost. Hence, its usage.
Thanks,
Dinesh Divekar
From India, Bangalore
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Dear Mr. Divekar,
I feel you should use a polite way of seeking clarification or putting your point across. Take this as feedback, not otherwise. Regarding your query, I shared what we follow. I thought it might help Mr. Ahmed. Though I wanted to read, no business mentor or consultant has written anything on this.
Anyway, I do endorse your point, "... all the communication related to the matters of discipline or indiscipline should be issued under the company's letterhead. It lends credibility to the communication."
Cheers,
I.S.
From India, Mumbai
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I feel you should use a polite way of seeking clarification or putting your point across. Take this as feedback, not otherwise. Regarding your query, I shared what we follow. I thought it might help Mr. Ahmed. Though I wanted to read, no business mentor or consultant has written anything on this.
Anyway, I do endorse your point, "... all the communication related to the matters of discipline or indiscipline should be issued under the company's letterhead. It lends credibility to the communication."
Cheers,
I.S.
From India, Mumbai
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Generally, the letterhead is used, but it is not mandatory. Even if the name of the organization is mentioned either at the top or under the Authorized Signatory, it serves the purpose. In such cases, it is advisable to put the stamp of the organization.
Regards,
Col. Rathi
From India, Delhi
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Regards,
Col. Rathi
From India, Delhi
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Formal letter with a rubber stamp of the appointment and name of the signatory will do the needful. (Include file references and the date of signature).
It is not mandatory to use the company letterhead for such correspondence.
From India, Pune
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It is not mandatory to use the company letterhead for such correspondence.
From India, Pune
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Dear colleagues,
Any printed paper with the company's name, address, and logo will suffice for issuing a warning letter. Most importantly, such a letter should be signed by the authorized signatory who is a legally valid person, i.e., the appointing/punishing authority or the Manager notified under the Model Standing Orders for the worker category.
Regards,
Vinayak Nagarkar
HR Consultant
From India, Mumbai
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Any printed paper with the company's name, address, and logo will suffice for issuing a warning letter. Most importantly, such a letter should be signed by the authorized signatory who is a legally valid person, i.e., the appointing/punishing authority or the Manager notified under the Model Standing Orders for the worker category.
Regards,
Vinayak Nagarkar
HR Consultant
From India, Mumbai
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Friends,
A similar query was discussed in this forum about 10 years ago. I wish to requote the same opinion here as well. Communication in letterheads (LH) is always treated with due importance, care, and given a proper place for filing them for future reference compared to those on plain paper. It's a human tendency to do so as well. There is no hard and fast rule as to how it should be done. However, it should be preferable to use a letterhead. Of course, offices try to save costs in printing and stationery, which I consider to be negligible. Sometimes companies use better-looking letterhead paper for external communication and ordinary paper for internal use, which is reasonable.
In this context, we should also consider that most central and state governments use ordinary plain sheets by simply typing their address at the top and affixing a rubber stamp at the signatory with the office seal. Even now, in many offices, for printing, they continue to use age-old dot matrix printers, ignoring sophisticated inkjets and toner-based laserjet printers.
I would strongly recommend using letterheads printed with logos and addresses neatly and attractively, as they represent the "face" of an entity, carrying one's face value. This, I consider, is more important for private entrepreneurs, if not for government or quasi-government offices.
From India, Bangalore
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A similar query was discussed in this forum about 10 years ago. I wish to requote the same opinion here as well. Communication in letterheads (LH) is always treated with due importance, care, and given a proper place for filing them for future reference compared to those on plain paper. It's a human tendency to do so as well. There is no hard and fast rule as to how it should be done. However, it should be preferable to use a letterhead. Of course, offices try to save costs in printing and stationery, which I consider to be negligible. Sometimes companies use better-looking letterhead paper for external communication and ordinary paper for internal use, which is reasonable.
In this context, we should also consider that most central and state governments use ordinary plain sheets by simply typing their address at the top and affixing a rubber stamp at the signatory with the office seal. Even now, in many offices, for printing, they continue to use age-old dot matrix printers, ignoring sophisticated inkjets and toner-based laserjet printers.
I would strongly recommend using letterheads printed with logos and addresses neatly and attractively, as they represent the "face" of an entity, carrying one's face value. This, I consider, is more important for private entrepreneurs, if not for government or quasi-government offices.
From India, Bangalore
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Dear Members,
I came across a good discussion on the subject of whether the communication for disciplinary proceedings needs to be necessarily issued on the company's letterhead.
I opine that it is not mandatory, from a legality standpoint, to have the communication bear the authentic signature of the issuing authority, i.e., the disciplinary authority, along with mention of their name, designation, and department. It should suffice to have these details. What is more important is to obtain an acknowledgment of receipt of the letter from the employee, a step that must not be overlooked.
One purpose of disciplinary proceedings is to create deterrence. A disciplinary letter on the company letterhead will likely have a more serious impact on the accused employee compared to the same text issued on plain paper. Therefore, the question can be reframed as to what is more desirable—issuing the disciplinary letter on the company's letterhead or on plain paper.
The answer to this question would obviously be on the company's letterhead.
Shailesh Parikh
99 98 97 10 65
From India, Mumbai
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I came across a good discussion on the subject of whether the communication for disciplinary proceedings needs to be necessarily issued on the company's letterhead.
I opine that it is not mandatory, from a legality standpoint, to have the communication bear the authentic signature of the issuing authority, i.e., the disciplinary authority, along with mention of their name, designation, and department. It should suffice to have these details. What is more important is to obtain an acknowledgment of receipt of the letter from the employee, a step that must not be overlooked.
One purpose of disciplinary proceedings is to create deterrence. A disciplinary letter on the company letterhead will likely have a more serious impact on the accused employee compared to the same text issued on plain paper. Therefore, the question can be reframed as to what is more desirable—issuing the disciplinary letter on the company's letterhead or on plain paper.
The answer to this question would obviously be on the company's letterhead.
Shailesh Parikh
99 98 97 10 65
From India, Mumbai
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WARNING LETTER FOR ABSENCE.doc