Important formats for HR purpose

 I have Attached Important formats for HR purpose

Interview Call Letter

October 31 2006

<Name of the candidate>
<Address>

Dear Mr./Ms.______,

This has reference to your application, indicating interest in seeking employment with our company. We thank you for the same.

We would like to personally meet you for a discussion on ___________ at __________ at the following address: __________________________________________________ _____________________
We hope this time and venue is suitable to you. If it is not, we request you to get in touch with Mr._________ indicating suitable date and time for the same.

The company will reimburse you the expenses incurred by you for this meeting. As per our guidelines, you will be entitled to 2nd class A.C. to and fro train fare / Y class airfare.

We are enclosing our company application form and request you to fill the same and bring it along with you when you come for this visit. This will facilitate the interview process.

To help us co-ordinate this meeting effectively, we request you to confirm to us your availability for this meeting either by fax or on phone. Our fax no. is ___________ and our board telephone no. is 91-22-66601100. Kindly ask for Mr. ________ who will be your contact person throughout the process.

We look forward to meeting you.

Kind Regards,

<Name of the Manager>
<Designation>
<Company>

Letter of Initial Offer

October 31, 2006

<Name of the selected candidate>
<Address>

Dear Mr. / Ms. ………….,

Welcome to (Organization Name)!

It gives us great pleasure to offer the role of _____________, for which you interviewed with us.

This job, as explained to you, is in the Management Grade ______ of our company. The compensation and other benefits that you would be entitled to are stated in the enclosure to this letter. We request you to go through the same and return the enclosed duplicate copy of this letter in acceptance of the same.

Accordingly, we will arrange to issue to you a detailed letter of appointment on the date of your joining us, which we agreed between us will be any day on or before ________.

The role, in which you join us, is a very important one which will entail dealing with important and sensitive information, records and such other matters of the company. You will, therefore, be required to sign a “Code of Conduct and Secrecy Agreement” of our company at the time of your joining the company.

We look forward to you joining our team. We are sure that you will have a bright career with our company.

We take this opportunity to welcome you and your family into the folds of our company.

Kind Regards

<Name of the Business Leader>
<Designation>
<Company>

Letter of Regret

October 31 2006

<Name of the candidate>
<Address>

Dear Ms / Mr. <name>,

This has reference to the meeting we had on ____________.

We appreciate your taking time off to meet us at ________. We had detailed deliberations with reference to your profile with our relevant managers. At present, we do not have a suitable position matching your sincerity and experience.

We are therefore unable to offer you an immediate placement in our company. Positions matching your profile are likely to come up in the future. We have therefore placed your profile on our data bank. We will, at the appropriate time, get in touch with you to reevaluate your interest.

We take this opportunity to wish you good luck.

Best Regards,

<Name of the Manager>
<Designation>
<Company>

Strictly Confidential

Reference Check Letter

October 31 2006

< Name of the company/referred person>
<Designation>
<Address>

Dear Mr., Ms.________ ,

We are in discussion with Mr. _____________ and we are evaluating his suitability for placement in our organization as ___________.

In the course of his meetings with us, he suggested that we could seek employment reference from you considering that he has worked in your organization between _________ and __________.

We have a form to facilitate easy capturing of your information. We, therefore, request you to fill the same and return it to us in the self-addressed envelope.

We assure you of holding the information provided by you in strict confidence. Should you prefer to give this information over phone instead of filling it, you can contact Mr.____________ on telephone no. __________.

Thanking You,

Best Regards,

<Name of the Manager>
<Designation>
<Company>

Letter of Appointment for Senior /Middle/Junior Management

October 31 2006

<Name of the employee>
<Address>

Dear <First name of the employee>

This has reference to the discussions you had with us. We are pleased to offer you the position of “_________________” at level ___________in the management cadre of our Company, on the following terms and conditions:

1. Basic Salary: Rs. _________/- (Rupees______only) per annum. You will be entitled to further review of your compensation as per the company practice. This will be linked to your performance and will be at the discretion of the management.

2. H.R.A. / Accommodation: 60% of your basic salary will be paid to you as house rent allowance. If you are provided a company accommodation, the same will be regulated by the relevant policy, for which you may refer our Company Leased Accommodation (C.L.A.) policy on our ___________ site.

3. Special Allowance: Rs. _________/- (Rupees______only) per annum.

4. Food Coupons: You will be entitled to food coupons worth Rs. _____/- per month. You may choose to opt out of this, for which you need to indicate your choice to your HR manager. For details where these coupons are applicable, you may refer our directory on our_______site.

5. Leave Travel Assistance: Rs. ___________/-(Rupees_______only) per annum for each completed year of service as per the rules, payable on a yearly basis.

6. Domicilliary Medical Expenses: Rs. 15000/- (Rupees Fifteen Thousand only) per annum for each completed year of service as per the rules, payable on a monthly basis.

7. Hospitalization: You would be covered under the Company’s Hospitalization scheme. For details you may refer our Hospitalization policy on our ________site.

8. Provident Fund: The Company will contribute 12% of your basic salary towards Provident Fund. Similar deduction will be made from your salary.

9. Superannuation: If you indicate specific desire to do so, the Company will contribute 15 % of your basic salary per annum towards superannuation fund till you attain the age of 58 years. The benefits of this contribution will be made applicable to you, totally in accordance with the terms of the scheme. Please refer to Mr. _______ for further information on our Company Superannuation Program.

10. Gratuity: You will be entitled to an equivalent of 15 days of your last salary drawn for every completed year of service as per the terms of the scheme, subject to a maximum of Rs.3, 50,000/- (Eligibility after 5 years of completed service).

11. Corporate Attire: You will have a choice to select corporate attire worth Rs. ________/- from the options provided by the Company every year. If you indicate your desire to opt for this scheme, the Company will contribute 50% of this amount and the balance will be deducted from your salary. For more details, you can refer our Corporate Attire Policy on our _________site.

12. a) This order of appointment can be terminated on either side by giving three month’s notice or payment of salary (basic) in lieu thereof.

b) The Company reserves the right to terminate your services without assigning any specific reason whatsoever for such termination by giving you a 3 months’ notice in writing or an equivalent of 3 months salary in lieu thereof.

c) The Company also reserves the right to terminate your services without any notice or salary in lieu thereof on the grounds of misconduct, or even in the case of reasonable suspicion of misconduct, disloyalty, commission of any act involving moral turpitude, or any act of indiscipline or inefficiency or for loss of confidence.

13. Initially, you will be posted at ___________ and report to ___________or any other person nominated by the company. However, your services could be transferred to any other Departments / Divisions / Factories of the Company, anywhere in India. Notwithstanding your initial appointment in this Company, your services may be assigned by the Company to any other Company of the (Organization Name) Group. You may also be assigned such other duties as may become nec(Organization Name)y at the discretion of the Management in any Branch or Office of the Company and/or its subsidiaries or to any of its other Associate Companies.

14. This appointment is subject to your being medically examined and found fit. The Management has the right to get you medically examined by any qualified medical practitioner during the tenure of your service. In case you are found medically unfit to continue with the assignment for which you have been employed, you will lose your lien on the job.

15. This appointment is also subject to a satisfactory report from your former employers, based on the references given by you.

16. You will automatically retire from the service of the Company on attaining the superannuating age of 58 years. You will be expected to provide acceptable evidence of your date of birth at the time of joining the company.

17. All other standard and general rules, practices and policies of the Company as existing now and which may be amended from time to time will be applicable to you and you will be expected to abide by the same.

18. In the event of the State/Central Government enacting any law conferring the same or similar benefits as extended to you under this letter, you would be entitled to such benefits which are more beneficial of the two, but not both. This shall be at the discretion of the management.

19. You are required at all times to maintain the highest order of discipline and secrecy as regards the work of the Company and/or its Subsidiaries or Associate Companies, in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You are also required to sign the Secrecy Agreement upon your joining. All inventions, improvements, discoveries made by you either alone or with other persons, will become the sole property of the company. You will ensure that patent protections are obtained for such inventions/improvements and discoveries in India or elsewhere and assign the same to the company.

20. You are required to devote your total attention and abilities exclusively for the business of the Company. You will respect, obey and conform to all the regulations from time to time framed and issued by the Company and made applicable to you. You shall not, while in the employment of the Company, be engaged in any other employment, conduct business whatsoever or hold any office of profit or accept any other emoluments without previous consent in writing of the Company. Breach of this condition could lead to immediate termination without notice.

21. During the course of your employment and if the nature of your business so requires, the Company may send you for specialized training within India or overseas in order to enable you to perform more effectively. In such an event you will be required to execute a training bond with the Company.

22. This offer of employment is based on the information furnished in your application for employment. If, at any time in future, it comes to the knowledge of the management that any of this information is incorrect or any relevant information has been withheld then your employment based on this letter of appointment is liable to be terminated without notice or any compensation in lieu thereof.

23. The emoluments/benefits due to you will be liable/subject to tax in accordance with the provisions of the Income Tax Act and Rules made thereunder as also other applicable laws, if any, as may be in force from time to time.

24. The Company lays emphasis on all statutory compliances and you should ensure compliance with various statutes in your area of operations including Insider Trading Regulations.

25. Your appointment is with effect from the date of joining, which should in any case be not later than ___________________.

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Performance (Increment) – 1

October 31, 2006

<Name>
<Company>
<Employee Number>

Dear _______

Congratulations!

Your performance during the year was exemplary! You were rated as ______ by your manager.

Accordingly, we have decided to upward revise your compensation and increase your CTC by Rs. ___________ w.e.f. __________.

A one time performance award of Rs.________ is also being given to you.

Whilst appreciating your dedication and performance, we look forward to your sustained performance in the year ahead and wish you a bright career with our company.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Performance (Increment) – 2

October 31, 2006

<Name>
<Company>
<Employee Number>

Dear _______ ,

We take this opportunity to thank you for your valuable contributions to our business performance during the year ____-____.

While fixing your new CTC, we have considered your performance in the role whilst also making market correction that may be required based on our review of compensation in comparable companies.

Your revised CTC for ____-____ effective _______ is Rs. ________/- which comprises of:

• Rs.________ as a fixed component of the pay plan , and
• Rs. _______ as a variable component of the pay plan which is linked to your performance.

You will also be paid Rs. ______ as a one time performance award on the basis of this assessment and that of the company performance.

The year ahead is going to pose several challenges. This nec(Organization Name)ily will demand exceptional performance from all of us to sustain our leadership contributions. We are confident that you will rise to this challenge and pool in your energies, competencies and commitment to achieve further heights.

We take this opportunity to thank your family for having supported you to deliver your best in ____-____.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Promotion

October 31, 2006

<Name>
<Company>
<Employee Number>

Dear _______,

Congratulations!

Based on your sustained performance over the years and our assessment of your readiness to take up higher responsibilities, we are pleased to promote you as _______________ and place you in the level ________ of our company.

Accordingly, your compensation is revised w.e.f. ______ and your CTC will now be ________ which will comprise of:

• Rs.________ as a fixed component of the pay plan , and
• Rs. _______ as a variable component of the pay plan which is linked to your performance.

You will also be paid Rs. ______ as a one time performance award on the basis of this assessment and that of the company performance.

We are confident that you will discharge your new responsibilities effectively and redeem our trust in you.

We take this opportunity to thank your family for having supported you to deliver your best in ____-____.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Relieving Letter

October 31 2006

<Name>
<Company>

Dear __________,

It is with a sense of deep regret that we accept your letter of resignation dated 27th October 2003 expressing your intention to resign from the services of the Company. This was placed before the senior management of our company which has decided to accept the same.

We place on record our appreciation of your dedicated services to the company.

Your last date of service would be 27th November 2003, and you would accordingly be relieved, effective from the close of working hours on the same day, subject to clearance of all dues and submission of the clearance certificate.

We thank you for your services to our company and we wish you all the best in your future endeavours.

Best Regards,

<Name of the Manager>
<Designation>
<Company>

Letter of Transfer

17th October 2006

<Name>
<Company>

Dear Mr._____________

This has reference to the discussion we had with you regarding your move to _________as_____________. The move will be effective _________ and your services in this assignment will be deemed to be continuous, without any break.

With effect from 1st January 2004, you are transferred on a continuous service basis from <xyz> to (Organization Name) Oil Ltd. We confirm that, you would be deemed to have been in continuous service with (Organization Name) Oil Ltd. without break. Privilege leave and other statutory benefits enjoyed by you would continue to accrue to you taking into account the date of your joining CAIRS (Computer Aided Information and Research Services) Pvt. Ltd.

Please return the duplicate copy of this letter duly signed by you, as a token of your acceptance.

We wish you all the best for your future assignments.

Yours faithfully,
For CAIRS (Computer Aided Information and Research Services) Pvt Ltd.

<Name>
<Designation>

We have pleasure in confirming the above arrangement. You will continue to be governed by (Organization Name) Staff Regulations in force.

Yours faithfully,
For (Organization Name) OIL LTD

<Name>
<Designation>

Offer Letter – Summer Training

October 31 2006

<Name>
<Address>

Dear Mr. / Ms. ________,

This is with reference to your interview with us on October 21 2006.

It is our pleasure to inform you that upon assessment we have found your skills and competencies matching our requirements. Accordingly, we offer you this opportunity to team with our company for a period of _____months. During this period, you will be designated as “Summer Trainee”.

You will be paid Rs. 17,000/- (Rupees Seventeen Thousand only) as stipend during this period. Over and above this, you will be entitled to reimbursement for actual expenses incurred by you on travel, boarding and lodging whenever the project work assigned to you entails travel, boarding and lodging.

Details and scope of your project will be provided to you on your first day of training at the company. Upon successful completion of your training, you will be issued a certificate by (Organization Name). You will be required to submit a copy of the detailed project report before completion of your training.

Your training period with our Company will entail dealing with important and sensitive information, records and such other matters of the company. You will, therefore, be required to sign a “Code of Conduct and Secrecy Agreement” of our company on the first day of training.

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this offer and return the same to us.

Best Regards,

<Name of the Manager>
<Designation>
<Company>

Letter of Appointment – Management Trainee

October 31 2006

<Name>
<Address>

Dear < First name of employee>,

Further to the interview you had with us, we are pleased to appoint you as Management Trainee in our organization.

The terms and conditions governing your training are given below:-

1. Training period:

You will be on training for a period of 9 months effective date of starting of this program, which will be indicated to you.

2. Consolidated Stipend

A sum of Rs. _______/- (Rupees ___________ only) per month will be paid to you as stipend.

You will not be entitled to any other benefits, apart from the above.

3. Notice period during training

The Company reserves the right to terminate services of trainees on grounds of misconduct or breach of the terms and conditions of the Undertaking to be furnished by the trainee as per clause 6 of this letter and / or violation of any rules and regulations or standing orders of the Company by giving seven calendar days notice or upon payment of stipend in lieu thereof.

4. Posting:

Initially you will be posted at Mumbai. However during this period of training, you can be transferred to any other department/division of the company, anywhere in India or overseas. You may also be assigned such other duties as may be nec(Organization Name)y at the discretion of the management, in any branch or office of the company and/or its subsidiaries or associate companies.

5. You will be required to sign an Undertaking-cum-Indemnity Bond / Agreement on joining.

6. This appointment is subject to:

a) Your having secured a certificate of completion as declared by your Institution / University.

b) Your being examined & found medically fit. (Please have yourself medically examined by a general physician, as per the standard examination list enclosed and if referred further by any specialist. The same would have to be filled in and certified by the physician and sent to us directly by _____ (date). The fees incurred for the same would be reimbursed on you joining).

7. Your performance will be reviewed periodically during the training period. If your performance does not meet with the requirements of the training program, your training period would be extended by a maximum of six months with an interim review after three months.

8. On successful completion of training, based on your performance during and at the end of the training period, you will be confirmed in the services of the Company in the appropriate cadre depending on suitable openings.

9. You are required to maintain the highest order of discipline and secrecy as regards the work of the company and/or its subsidiaries or associate companies and in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You will also be required to sign the Secrecy Agreement on your joining.

10. You will also be governed by the standard terms and conditions applicable to the managerial cadre of the company as existing now and as may be amended from time to time.

11. Should there be a need for any modification in one or more benefits extended to you through this letter, by way of enactment of any law by the appropriate State/Central Government, you would be entitled to the higher of the benefit(s) but not both.

12. This appointment has been made based on the information furnished in your application for employment and subsequent interviews. If, at any time in future, it comes to light that any of the information is incorrect or any relevant information has been withheld, then your employment is liable to be terminated without notice.

13. Your appointment is with effect from __________

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Appointment –
Graduate Engineer Trainee/Diploma Engineer Trainee

October 31 2006

<Name>
<Address>

Dear < First name of employee>,

Further to the interview you had with us, we are pleased to appoint you as ________ Trainee in our Company.

The terms and conditions governing your training are given below:-

1. Training period:

You will be on training for a period of 12 months effective date of starting of this program, which will be indicated to you.

2. Consolidated Stipend

A sum of Rs. _________/- (Rupees _____________ only) per month will be paid to
you as stipend.

You will not be entitled to any other benefits, apart from the above.

3. Accommodation

You will be provided with shared bachelors’ accommodation during your training period.

4. Notice period during training

The Company reserves the right to terminate services of trainees on grounds of misconduct or breach of the terms and conditions of the Undertaking to be furnished by the trainee as per clause 6 of this letter and / or violation of any rules and regulations or standing orders of the Company by giving seven calendar days notice or upon payment of stipend in lieu thereof.

5. Posting:

Initially you will be posted at _______. However during this period of training, you can be transferred to any other department/division of the company, anywhere in India or overseas. You may also be assigned such other duties as may be nec(Organization Name)y at the discretion of the management, in any branch or office of the company and/or its subsidiaries or associate companies.

6. You will be required to sign an Undertaking-cum-Indemnity Bond / Agreement on joining.

7. This appointment is subject to:

a. Your having secured a certificate of completion as declared by your Institution / University.

b. Your being examined & found medically fit. (Please have yourself medically examined by a general physician, as per the standard examination list enclosed and if referred further by any specialist. The same would have to be filled in and certified by the physician and sent to us directly by _____ (date). The fees incurred for the same would be reimbursed on you joining).

8. Your performance will be reviewed periodically during the training period. If your performance does not meet with the requirements of the training program, your training period would be extended by a maximum of six months with an interim review after three months.

9. On successful completion of training, based on your performance during and at the end of the training period, you will be confirmed in the services of the Company in the appropriate cadre depending on suitable openings.

10. You are required to maintain the highest order of discipline and secrecy as regards the work of the company and/or its subsidiaries or associate companies and in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You will also be required to sign the Secrecy Agreement on your joining.

11. You will also be governed by the standard terms and conditions applicable to the managerial cadre of the company as existing now and as may be amended from time to time.

12. Should there be a need for any modification in one or more benefits extended to you through this letter, by way of enactment of any law by the appropriate State/Central Government, you would be entitled to the higher of the benefit(s) but not both.

13. This appointment has been made based on the information furnished in your application for employment and subsequent interviews. If, at any time in future, it comes to light that any of the information is incorrect or any relevant information has been withheld, then your employment is liable to be terminated without notice.

14. Your appointment is with effect from __________

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Confirmation – Management Trainee

October 31 2006

<Name>
<Company>
<Employee Number>

Dear <First name of employee>

Congratulations on successful completion of your training in our company!

It gives me great pleasure to confirm your services with our company effective _______. You are accordingly designated as _______ and placed in _____management grade of Business Leaders in our company based on the following terms and conditions:

1. Basic Salary: Rs. _________/- (Rupees______only) per annum. You will be entitled to further review of your compensation as per the company practice. This will be linked to your performance and will be at the discretion of the management.

2. H.R.A. / Accommodation: 60% of your basic salary will be paid to you as house rent allowance. If you are provided a company accommodation, the same will be regulated by the relevant policy, for which you may refer our Company Leased Accommodation (C.L.A.) policy on our ___________ site.

3. Special Allowance: Rs. _________/- (Rupees______only) per annum.

4. Food Coupons: You will be entitled to food coupons worth Rs. _____/- per month. You may choose to opt out of this, for which you need to indicate your choice to your HR manager. For details where these coupons are applicable, you may refer our directory on our_______site.

5. Leave Travel Assistance: Rs. ___________/-(Rupees_______only) per annum for each completed year of service as per the rules, payable on a yearly basis.

6. Domicilliary Medical Expenses: Rs. 15000/- (Rupees Fifteen Thousand only) per annum for each completed year of service as per the rules, payable on a monthly basis.

7. Hospitalization: You would be covered under the Company’s Hospitalization scheme. For details you may refer our Hospitalization policy on our ________site.

8. Provident Fund: The Company will contribute 12% of your basic salary towards Provident Fund. Similar deduction will be made from your salary.

9. Superannuation: If you indicate specific desire to do so, the Company will contribute 15 % of your basic salary per annum towards superannuation fund till you attain the age of 58 years. The benefits of this contribution will be made applicable to you, totally in accordance with the terms of the scheme. Please refer to Mr. _______ for further information on our Company Superannuation Program.

10. Gratuity: You will be entitled to an equivalent of 15 days of your last salary drawn for every completed year of service as per the terms of the scheme, subject to a maximum of Rs.3, 50,000/-(Eligibility after 5 years of completed service).

11. Corporate Attire: You will have a choice to select corporate attire worth Rs. ________/- from the options provided by the Company every year. If you indicate your desire to opt for this scheme, the Company will contribute 50% of this amount and the balance will be deducted from your salary. For more details, you can refer our Corporate Attire Policy on our _________site.

12. a) This order of appointment can be terminated on either side by giving three month’s notice or payment of salary (basic) in lieu thereof.

b) The Company reserves the right to terminate your services without assigning any specific reason whatsoever for such termination by giving you a 3 months’ notice in writing or an equivalent of 3 months salary in lieu thereof.

c) The Company also reserves the right to terminate your services without any notice or salary in lieu thereof on the grounds of misconduct, or even in the case of reasonable suspicion of misconduct, disloyalty, commission of any act involving moral turpitude, or any act of indiscipline or inefficiency or for loss of confidence.

13. Initially, you will be posted at ___________ and report to ___________or any other person nominated by the company. However, your services could be transferred to any other Departments / Divisions / Factories of the Company, anywhere in India. Notwithstanding your initial appointment in this Company, your services may be assigned by the Company to any other Company of the (Organization Name) Group. You may also be assigned such other duties as may become nec(Organization Name)y at the discretion of the Management in any Branch or Office of the Company and/or its subsidiaries or to any of its other Associate Companies.

14. This appointment is subject to your being medically examined and found fit. The Management has the right to get you medically examined by any qualified medical practitioner during the tenure of your service. In case you are found medically unfit to continue with the assignment for which you have been employed, you will lose your lien on the job.

15. This appointment is also subject to a satisfactory report from your former employers, based on the references given by you.

16. You will automatically retire from the service of the Company on attaining the superannuating age of 58 years. You will be expected to provide acceptable evidence of your date of birth at the time of joining the company.

17. All other standard and general rules, practices and policies of the Company as existing now and which may be amended from time to time will be applicable to you and you will be expected to abide by the same.

18. In the event of the State/Central Government enacting any law conferring the same or similar benefits as extended to you under this letter, you would be entitled to such benefits which are more beneficial of the two, but not both. This shall be at the discretion of the management.

19. You are required at all times to maintain the highest order of discipline and secrecy as regards the work of the Company and/or its Subsidiaries or Associate Companies, in case of any breach of discipline/trust, your services may be terminated by the company with immediate effect. You are also required to sign the Secrecy Agreement upon your joining. All inventions, improvements, discoveries made by you either alone or with other persons, will become the sole property of the company. You will ensure that patent protections are obtained for such inventions/improvements and discoveries in India or elsewhere and assign the same to the company.

20. You are required to devote your total attention and abilities exclusively for the business of the Company. You will respect, obey and conform to all the regulations from time to time framed and issued by the Company and made applicable to you. You shall not, while in the employment of the Company, be engaged in any other employment, conduct business whatsoever or hold any office of profit or accept any other emoluments without previous consent in writing of the Company. Breach of this condition could lead to immediate termination without notice.

21. During the course of your employment and if the nature of your business so requires, the Company may send you for specialized training within India or overseas in order to enable you to perform more effectively. In such an event you will be required to execute a training bond with the Company.

22. This offer of employment is based on the information furnished in your application for employment. If, at any time in future, it comes to the knowledge of the management that any of this information is incorrect or any relevant information has been withheld then your employment based on this letter of appointment is liable to be terminated without notice or any compensation in lieu thereof.

23. The emoluments/benefits due to you will be liable/subject to tax in accordance with the provisions of the Income Tax Act and Rules made thereunder as also other applicable laws, if any, as may be in force from time to time.

24. The Company lays emphasis on all statutory compliances and you should ensure compliance with various statutes in your area of operations including Insider Trading Regulations.

25. Your appointment is with effect from the date of joining, which should in any case be not later than ___________________.

Kindly sign the copy of this letter indicating your acceptance of the above terms and conditions of this appointment and return the same to us.

Whilst welcoming you to the (Organization Name) Group, we wish you good luck and a very bright career with us.

Best Regards,

<Name of the Business Leader>
<Designation>
<Company>

Letter of Appointment – Advisors/Consultants

October 31 2006

<Name>
<Address>

Dear <First name >

With reference to the discussions you have had with us, we are pleased to appoint you as “_______” for our Group companies on the following terms and conditions:

1. You will be paid a consolidated amount of Rs._______ (Rupees _______only) per annum.

2. The above consolidated amount will consist of the following:

a) Rs. _________ per annum as fixed pay, and
b) Rs. _________ per annum as variable pay which is linked to your performance and that of the company.

3. This appointment is for a period of two years effective date of your joining and may be renewed on a mutual basis. This arrangement is with effect from _______ and will be valid for a period of _______years/s.

4. In this capacity, you will be located at ____ and will report to _______ or any other person nominated by the company. However, your services could be transferred to any other Departments/Divisions of the Company. Notwithstanding your appointment in this company, your services could be reassigned to any other company of the (Organization Name) Group.

5. You may also be assigned such other duties as may become nec(Organization Name)y at the discretion of the Management in any Branch or office of the Company and/ or its Subsidiaries or Associate Companies.

6. You will be eligible for 18 days leave pro-rated per calendar year. However, leave will be allowed subject to exigencies of work.

7. You will be provided comprehensive Accident/ Medical Health Insurance for your and your spouse.

8. It is clarified that in addition to the above, you will not be entitled to any other benefits.

9. This appointment can be terminated by giving three-month notice on either side or payment in lieu of shortfall in this notice period.

10. You shall observe all rules and regulations of the company.

11. During the tenure of the assignment with the company, you will not engage
yourself in any other assignments or gainful employment without consent of the
management.

12. You are required to maintain the highest order of secrecy with regards to the
work or confidential information of the Company and/ or its subsidiaries or
Associate Companies and in case of any breach of trust, your appointment
may be terminated by the Company without any notice.

13. The Company lays emphasis on all statutory compliances and your should
ensure compliance with various statues in your area of operations.

Kindly sign a copy of this letter in acceptance of the above mentioned terms and conditions and return the same for our records.

Best Regards,

<Name of Business Head>
<Designation>
<Company>
Format of Work Experience Letter
Dated

To Whom It May Concern:

This is to Certify that Mr/Ms ………., worked in our organization as
……………… in our ………….. Department at …………from
………………………….

We found him/ her sincere, hardworking, technically sound and result oriented during his/her tenure. ……has a friendly, outgoing personality, a good sense of humour and works well as part of a team. We take this opportunity to thank him/her for his/her contribution and wish him /her success in his/her future endeavours…

For XYZ Co

Manager HR

 

FORMAT OF TERMINATION LETTER

____/HRD/___ Date_____________

Mr/ Ms. ____________
___________________
___________________
___________________

Dear Mr./ Ms. _____________,

This has reference to our letter dated _________ through which we had asked you report back to duty within 48 hours of receipt of this letter. The letter has been delivered to you on _____________ . However, neither have you reported back to duty nor has there been any communication from your end regarding your absence.

With this background we regret to inform you that we are forced to remove your name from the rolls of the company with immediate effect.

We request you to contact the accounts department 7 days after the receipt of this letter for the settlement of your dues, if any.

For. Company name

Name:
Designation:

Regards,

Amit Seth.

 

Confirmation Letter

____/HRD/____ Date: _________

Mr. Bharat Patel,

Dear Mr. Bharat,

Consequent to the review of your performance during your probation, we have the pleasure in informing you that, your services are being confirmed as _____________________ with effect from 12th May 2007.

All the other terms and conditions as detailed in your appointment letter remain unchanged.

We look forward to your valuable contributions and wish you all the very best for a rewarding career with the organisation.

Please sign the duplicate copy of this letter as a token of acceptance of the same.

For Company Name

NAme:

Regards,

Amit Seth.

 

 

APPRECIATION LETTER

___/HRD/___ Date_____________

Mr/ Ms. ____________
___________________
___________________
___________________

Dear Mr./ Ms. _____________,

We wish to place on record our appreciation of the good manner in which you have handled the responsibilities entrusted to you. We hope that you will continue to move ahead on the path of excellence.

A copy of this letter is being placed in your personal file.

For Company Name

Name:

 

 

Memorandum of Undertaking:

 

I, ____________, S/o Sri _______________________, Aged: ­­­___ years, R/o ___________________________________________________________________ (Permanent address to be mentioned), pursuant to my selection & appointment as _____________________ at ________________________Unit, do hereby execute this Bond/ Memorandum of Undertaking (hereinafter referred to as MOU for convenience) in favour of M/s ______________________________________ (hereinafter referred to as “Company” for convenience) and agree and hereby giving my full consent as follows

 

1.                   I hereby agree to serve the “Company” in the position & salary offered to vide Offer letter Dtd._____________ for a minimum period of 1 (ONE) year commencing from the date of execution of this MOU.

2.                   I do hereby agree to the existing rules and regulations of the “Company” and rules and regulations framed / amended from time to time.

3.                   I do hereby agree that during the said period of 2 (TWO) years I shall not leave the “Company” for any reason whatsoever.  I also agree that in the event I intends to leave the “Company” for any reason whatsoever prior to the completion of the said minimum period of 2 (TWO) years from the date of execution of this MOU, I will compensate the “Company” by paying an amount equivalent to sum of “ Six Months” total emoluments at the rate of emoluments last drawn by me.

4.                   I do hereby undertake that during the tenure of my working with the “Company”, I shall serve the “Company” faithfully and diligently, devote my whole time and shall comply with all directions and orders of the “Company” and / or its Officers and / or authorities under whom my services are placed by the “Company” from time to time.  Further I shall not divulge or disclose any of the secrets of the Company and engage myself and / or have any concern with any other firm / Company or business or organization at any time during the tenure of my service with the “Company”.  In case I found guilty of committing insubordination, insult or disobedience to any of my superiors, gross neglect of work, non-performance, carelessness, damage of equipment, interfering with the records of the “Company” etc., I shall be liable for any disciplinary action including dismissal by the “Company” and in such event the “Company” shall not liable to pay to me any compensation as mentioned in Clause 3 of this MOU.

5.                   I do hereby undertake to leave from the service of the “Company” if I found medically unfit to continue the service any more and I will not be entitled for any compensation.

6.                   I do hereby undertake that I am not entitled to leave the employment with any notice period during the period of minimum guaranteed service as per this MOU and entitled to leave the employment by following the due procedure prescribed in the terms & conditions of my appointment, only after serving the said minimum guaranteed period as per MOU.

7.                   I do hereby undertake that the relevant provisions of the Staff Rules and regulations of the “Company”, which are not contrary to what been expressly referred to in the present MOU, shall be binding on me.

8.                   I do hereby undertake that after completion of 1 (ONE) year of agreement, I shall be deemed to continue in service with the “Company” until termination by either side.

 

I declare that I am executing this MOU in favour of “Company” with my own will and consent in presence of the following witnesses on this the _______ (date) day of ____________  (month) 2006 at ______________ (place).

 

 

 

 

Signature

 

Witnesses (with address)

 

1.

 

 

 

2.

TRANSFER ORDER

 

OFFICE ORDER

 

 

On exigencies of work and administrative reasons, Mr. __________, _________ (EMP No: ___________) is hereby transferred and posted to work at ____________Unit, _____________with immediate effect.  He is directed to Report to General Manager, _____________ immediately.

 

Accordingly, General Manager, _______will relieve him.

 

 

 

President

 

(Through General Manager, _________)

 

To,

Mr.

EMP NO: _____,

 

CC General Manager, _____________

General Manager, ___________

Accts. Department,  HO, _______________

 

 

 

 

 

 

 

 

PROMOTION ORDER

To

Mr.

 

 

 

Sir,

 

Sub: Change of designation and Enhancement of salary –Reg.

 

In appreciation of your services, the Management is pleased to designate you as ____________— and enhance your existing monthly salary by Rs. ________/- i.e., from Rs. ________/- to Rs _________/- with effect from _________.

 

Consequent on the change in designation and increase of your salary, you are advised to execute a bond for three years.

 

We hope better performance from you in coming years.

 

Wish you best of luck,

 

Yours faithfully,

For Nizam Deccan Sugars Limited,

 

 

PRESIDENT

 

 

 

 

RELIEVING ORDER

 

 

 

 

To

Mrs.

 

Dear Madam,

 

Sub.:    Letter of relieving

Ref.:  1. your resignation letter-dated

2. This Office letter dated

 

As intimated to you vide our letter 2^nd cited above, you are hereby relieved on _______________ AN.

 

 

We wish you all success in your future endeavors.

 

Thanking You,

 

Yours faithfully,

For Nizam Deccan Sugars Limited,

 

 

 

 

Manager (P&A)

 

 

CC   Vice President (F)

Sr. Manager (Purchase)

Accounts Dept.

 

 

 

SHOW CAUSE NOTICE

 

To                                                                                                         Dt:

Mr.

 

 

Sir,

 

SHOW CAUSE NOTICE

 

It has been reported that you have introduced one Mr. A Venka Goud, S/O Penta Goud R/O Kuchanapally (PB No: 172162) for crop loan of Rs. 85,000/- for the season 2006-07.  On your initiations, crop loan of Rs. 85,000/- was granted and cheque was given on 10.03.2007. When the amount has become outstanding, on verification by our field staff  it is found that no cane was cultivated in his area and the said Mr. Venka Goud has not supplied Cane to the Factory during the season 2006-07 and also that the said Venka Goud expired on 01.12.2006. On further verification it is learnt that the cheque was deposited in the Dist Co-Operative Central Bank Limited, Medak on 15.03.2006.  It was found that you have endorsed on withdrawal form of the bank, which was in the name of Mr. A Venka Goud and received the amount of Rs. 85,000/-.  It clearly shows that you have acted with an ulterior motive for a wrongful gain.  Thereby you have cheated the company and misappropriated an amount of Rs. 85,000/- and caused loss to the company. Your above acts amount to misconduct under the Model Standing Orders applicable to you.

 

Hence you are hereby call upon your explanation within THREE (3) days from the date of receipt of this notice, why appropriate disciplinary action can not be taken against you for the above misconducts, apart from initiating Criminal/Civil proceedings.  In case no reply is received within the stipulated time, it will be presumed that you have no explanation to submit and further action will be initiated against you.

 

 

 

Dy General Manager (Process)

 

 

CC General Manager, Medak

President, Hyderabad.

 

 

 

 

 

 

 

II SHOW CAUSE NOTICE

 

REGD POST WITH ACK DUE.

 

To                                                                                 To

Mr. T Venkat Reddy,                                                      Mr. T Venkat Reddy,

Job Opted Employee No: 404108                                    S/O T Satti Reddy,

Centrifugal Operator                                                       Plot No: 18-C, II Floor,

Process Department,                                                     Jayalaxmi Nagar Colony,

Nizam Deccan Sugars Limited,                           Phase No: I,

Mutyampet, Metpally Unit.                                              Road No: 10, Beeramguda,

Medak Dist.  502 032

                                                                                                                                                                                   

Dt:           

Sir,

 

Sub:   II show cause notice of punishment – reg.

Ref:    1. Charge sheet dated 27.11.2007 issued by M/S Nizam Deccan Sugars

Limited, Metpally.

2. Enquiry report of Sri. Yagniah K, Enquiry Officer, Hyderabad.

 

II SHOW CAUSE NOTICE OF PUNISHMENT ISSUED

 

This has reference to the charge sheet dated 27.11.2007  issued to you by the undersigned and subsequent Domestic Enquiry conducted against you on the charges leveled against you in the charge sheet dated 27.11.2007.  Now the Enquiry Officer has submitted his report, holding you guilty of misconducts alleged in the charge sheet dated 27.11.2007.  Copy of the enquiry report is enclosed.  The management has carefully examined the enquiry report, the enquiry proceedings and other connected documents.  In view of the gravity of the misconducts, the Management has proposed to award the punishment of termination of your services.

 

Please show cause with in three (3) days from the date of receipt of this notice as to why the proposed punishment of termination of services can not be awarded.  In case no reply is received within the stipulated time, it will be presumed that you have no explanation to submit and will be proceeded further.

 

 

 

General Manager.

 

Encl: as above

 

 

 

 

 

 

 

WARNING LETTER

 

 

 

Mr. K Satyanarayan

Agricultural Assistant,

EMP NO: 203052,

Cane Department,

Medak.

 

Dear Sir,

 

Ref:  1. Our charge-sheet No: NDSL/MDK/EST/197 dated 06.05.2006, issued by the

General Manager, NDSL, Medak.

2. Enquiry Report of the Enquiry Officer dated 22.09.2006

Please refer to the charge sheet 1^st cited and enquiry conducted by the Enquiry Officer against you.  The enquiry Officer has submitted his enquiry report and findings.  We have carefully perused and examined the enquiry report-dated 22.09.2006 and also taken into consideration of your past record.

 

The Management has come to a conclusion that you are habitual absconder to your duties and you deserve punishment for the above misconduct. However, the management has taken a lenient view and you are hereby severely warned and advised not to repeat the same in future.

 

Please note the same and act accordingly.

 

Yours faithfully,

For Nizam Deccan Sugars Limited,

 

 

 

General Manager.

 

 

CC President, Corporate Office, Hyderabad.

 

 

 

DISMISSAL ORDER

REGD POST WITH ACK DUE.

 

To

Mr. T Venkat Reddy,                                          Mr. T Venkat Reddy,

JOP No: 404108                                                            S/O T Sathi Reddy,

Centrifugal Operator                                           Plot No: 18 C, II Floor,

Process Department,                                         Jayalaxmi Nagar Colony

Nizam Deccan Sugars Limited,                           Phase No: I,

Mutyampeta, Metpally Unit,                                Road No: 10,

BEERAMGUDA

Medak Dist. 502032

                                                                                                                       

Dt:             

Sir,

 

 

Ref:  1.  Charge Sheet dated 27.11.2007 issued to you.

2.       Your explanation dated 04.12.2007 to the above charge sheet.

3.       The enquiry report dated 1o.04.2008

4.       II Show Cause Notice dated 23.04.2008

5.       Your explanation dated 12.05.2008 to the II Show Cause Notice.

 

 

You may recall that a Charge-Sheet dated 27.11.2007 was issued to you.  Wherein misconducts under clause 20 (a), (f), (h), (k), (l) and (x) of Andhra Pradesh Model Standing Orders applicable to the Organisation were issued to you.  As you have disputed the misconducts through your explanation dated 04.12.2007, a Domestic Enquiry was ordered and held, keeping in view of the Principles of Natural Justice.  Inspite of service of notice on you, for the reasons best known to you, you did not choose to attend the enquiry, leaving no option to the Enquiry Officer to hold an ex-parte enquiry.

 

The Enquiry Officer after minutely examining the evidence on record, has submitted a report holding you guilty of misconducts under clause 20 (a), (f), (h), (k), (l) and (x) of Andhra Pradesh Model Standing Orders.

 

The Management has perused the report of the Enquiry Officer and after fully satisfied with the report a Second Show-Cause-Notice dated 23.04.2008 of termination was issued to you.  In answer to the Second Show Cause Notice, you have come out with wild and imaginary allegations.  After careful examination of your reply, it is found that the same is neither convincing nor satisfactory.

 

You have stated in your reply that you are a protected workman.  But it is not true.  Under Rule 63 of the A P Industrial Disputes Rules, the status of protected workman can be claimed only when an application is made by the Union and when the employer by positive action recognizes and grants in writing the status of Protected Workman to the Office Bearers of the Union.   Recognisition of such status will arise only when employer in writing grants status not otherwise.

You have stated in your explanation that you have not received the enquiry notice, which is not correct.  Enquiry Officer has sent a Telegram on 21.03.2008 informing the date, time and venue of enquiry, besides sending a letter by Courier.

 

It is also not a fact that the management has promised before the Collector that you would be taken back into survive.  In fact the Management promised to examine the matter.

 

Therefore, you can not say that the Principles of Natural Justice are violated.

 

The Management has also taken into consideration of your service record.  Though there are no adverse remarks, but in view of the gravity of the misconducts established in the enquiry, your services are hereby terminated with immediate effect.

 

 

 

 

For Nizam Deccan Sugars Limited,

 

 

General Manager.

 

 

 

 

TERMINATION BY EMPLOYER

 

 

Mr.

 

 

 

 

Sir,

 

Ref:  our appointment letter dated ______________

 

 

It has been observed by the Management that your performance is not up to the mark.  Hence your services are not required by the Management.

 

As per Clause _______ of your appointment order dated ________, either party should give two months notice for terminating the services.

 

Accordingly, the management issue two months notice and you will be relieved from our services wef ____________.

 

Please make a note of it.

 

For Nizam Deccan Sugars Limited,

 

 

 

Manager (P&A)

 

 

CC President,

Vice President (F),

 

 

 

 

MODEL DRAFT OF A CHARGE-SHEET

To:

——————————
——————————

It has been reported against you that on………….at…………….you……..(menti on clearly that act of acts of misconduct alleged)

The act as alleged above which have been committed by you amount to misconducts which, if proved, would warrant serious disciplinary action against you.

Accordingly, you are hereby required to show cause within…………days of the receipt of this letter as to why you should not be dismissed or otherwise punished.

Should you fail to submit your explanation as required, it will be presumed that you have no explanation to offer and the matter will be disposed of without any further reference to you.

Since the charges leveled against you are of grave and serious nature, you are hereby suspended pending further proceedings and final order in the matter.

The receipt of this letter should be acknowledged.

Date:

Authorised Signatory

 

 

 

 

 

 

Warning Letter

 

Date_____________

Mr/ Ms. ____________
___________________
___________________
___________________
 

 
Mr./ Ms. _____________,

This is in continuation to our letter dated _____________, which was sent to your last known address, by registered post, calling upon you to submit a written explanation within 48 hours, for your continued absence, without any intimation . We note with regret that you have neither resumed your duties nor have you explained the reason for your continued, willful and unauthorized absence.

As per the terms of your appointment letter, it is clearly indicated that absence for a continuous period without prior approval of your superior, (including overstay on leave/ training) would result in you losing your lien on the service and the same shall automatically come to an end without any notice or intimation.

You are hereby informed that you have lost your lien on your service as a ________________________ and it is deemed that you have abandoned the employment of your own accord. The relationship between you and the Co. has ceased to exist with effect from ___________________.

You may collect your full & final settlement dues, if any, from the Accounts Department.
 

 

 

 

 

 

 

For ____________,
 

 

 

 

Name:-
Designation:-

 

 

 

MODEL PRO-FORM FOR GENERAL CHARGE-SHEET

 

To

 

………………………

 

………………………

 

 

It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).

 

 

The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.

 

Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.

 

Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.

 

Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.

 

The receipt of this letter should be acknowledged.

 

 

 

AHTOHRISED SIGNATORY  

 

 

 

 

 

 

MODEL SHOW CAUSE NOTICE

 

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

 

You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.

 

You are, therefore, called upon to show cause why your services will not be terminated  under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for such continued / habitual absence.

 

 

 

AUTHIRISED SIGNATORY

 

 

MODEL SHOW CAUSE NOTICE

 

 

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

 

It has been reported against you as under :

 

On…………at……………….you,…………..……………..(details of alleged misconduct)  The act(s) alleged to have been committed by you amount to misconduct.

 

Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.

 

Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required, the matter will be disposed of without any further reference to you.

 

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

 

 

 

 

 

SIMPLE WARNING LETTER

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

WARNING

 

Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory.

 

You are accordingly hereby warned.

 

You are further advised in your own interest to be cautious and not to repeat such an act in future.

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

STERN WARNING LETTER

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

STERN WARNING

 

Your explanation dated …..in reply to show cause notice / letter of charge dated…….has been found to be unsatisfactory.

 

 

The gravity of misconduct committed by you is such that it warrants severe punishment.  However, we are taking a lenient view this time and have decided to award you this stern warning.

 

 

Should you repeat any such thing in future or commit any other misconduct we will not hesitate to take strict disciplinary action against you.

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WARNING LETTER FOR HABITUAL IRREGULAT ATTENDANCE

 

 

 

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.

 

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WARNING LETTER FOR INSUBORDINATION

 

 

 

To

 

Mr………………………………..

Emp.No…………………………

Designation:…………………..

 

 

 

 

It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake.  Although drastic action could have been taken against you for insubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.

 

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

 

 

 

 

 

 

MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET

 

To

 

Mr./ Ms……………………..

Emp.No…………………….

Designation………………..

 

 

It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).

 

 

The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.

 

Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.

 

Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.

 

Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.

 

The receipt of this letter should be acknowledged.

 

 

 

AHTOHRISED SIGNATORY         

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PRO-FORMA FOR NOTICE FOR  SUSPENSION ORDER PENDING ENQUIRY:

 

 

 

 

To

 

Mr./ Ms……………………..

Emp.No…………………….

Designation………………..

 

 

Whereas the charges amounting to gross misconduct (s) and indiscipline againt you have been leveled in accordance with Company Service Rules / Standing Order No……as per charge-sheet dated………..sent to you.

 

Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing Orders. Your suspension has been considered necessary in order to maintain proper discipline in the Factory / Company / Establishment and to conduct proper enquiry against you.

 

You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.

 

NOTICE OF DISCHARGE TO AN EMPLOYEE

 

To

_______________

_______________

_______________

 

 

This has reference to the charge sheet dated_________ issued to you & enquiry held thereafter. We have duly considered the report of the enquiry officer and are satisfied that the charges as leveled against you have been proved against you in the enquiry.

 

In view of the serious nature of misconduct committed by you & fully proved against you, it has been decided to dispense with your services. However, on compassionate grounds considering extenuating and aggravating circumstances, the management, instead of dismissing you from services has decided to impose lesser punishment of discharge on you with immediate effect from____________

 

Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.

 

 

 

 

 

Manager/ Competent Authority

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                    ORDER OF DISMISSAL

 

To

_______________

_______________

_______________

 

 

 

We have received the enquiry report that was held on_______________ against you consequent to the charge sheet dated______________. After going through the proceedings of the enquiry, we find that the charges have been proved against you.

 

Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any, and settle your account on any working day during the office hours from Accounts Department.

 

 

 

 

 

 

Manager/ Authorised person with designation

 

C.C : – The Accounts Deptt. for information if necessary action.

 

 

ORDER OF IMPOSING FINE AS A PUNISHMENT

 

To

_______________

_______________

_______________

 

This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the management is satisfied that the charges leveled against you amply proved.

 

On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of Rs._________ as punishment.

 

 

 

 

 

Manager/ Competent Authority

 

 

Date: –

 

C.C: – The Accounts Dept

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE FOR HABITUAL ABSENTEEISM

 

TO

 

 

 

Following are the charges against you:

 

Perusal of your attendance record reveals that you are in habit of absenting yourself from your duties without any information and proper sanction of leave. Your absentee spells are on an increase and your absentee record for the preceding ________years are reproduced hereunder.

MONTH                                            DATES                                    NO. OF DAYS OF

UNAUTHORIZED

ABSENCE

________                                        __________                            ________________

XXX                                                  XXX                                                XXX

XXX                                                  XXX                                                XXX

 

You have been verbally advised to improve you attendance record and not to indulge in unauthorized absence from duties. But despite these verbal advises/reprimands and assurance given by you, you have not shown any improvement in your attendance.

 

The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.

 

You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.

 

 

For _________________________

 

 

 

 

(Authorized Signatory)

 

 

 

 

PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN WORK

 

To,

 

It is reported against you as under:

 

1. That on______(date) at about________(time) while on duty, you in combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.

 

2. That while you prior production was_____ per day, your production on ________ and thereafter has been deliberately brought down to______ which is much below the normal production of a worker of average efficiency.

 

3. That the above acts/omissions on your part are highly objectionable being prejudicial to the interest of the company, which has to compete with other efficiently run enterprises.

 

4. That despite repeated advice not to adopt to ‘go slow’ tactics, by your superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.

 

5. As a result of your ‘Go Slow’ tactics and instigating others to slow down the work/production has considerably gone down, resulting into loss to the company.

 

6. The above acts on your part constitute major misconduct under certified standing orders no.______ and no._____ of the company applicable to you.

 

 

You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.

 

 

AUTHORISED SIGNATORY

 

 

 

 

 

 

 

Appreciation Letter

Dear (Name of the candidate),

I would like to take this opportunity to express my heartfelt thanks to you for your very active involvement _________(Reason) . The Chairman and Board Members have also asked me to pass on their sincere appreciation for your efforts in supporting us with the undertaking.

Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.

Best Regards,

_______(Your name and Your Digital Signature)

Rejection Letter

Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security position at __(Name of the company) was unsuccessful.

Although you met all of the mandatory minimum qualifications for the position, the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am  here to convey thanks for your candidacy .
On behalf of ____(Company name) I thank you for your interest and effort, and I wish you all the best in your future career endeavors.

Sincerely,

_______(Your name and Your Digital Signature)

 

 

 

 

Appointment For Interview

Dear (recipient’s name),

Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet with you to have a round of Discussion . Please come down to our office and take an interview any time between __ A.M to __ P.M .  Should you have any queries ,please feel free to call me _____(Mob Num) and reach me at (your Email ID) .

We look forward to meet you soon at our Office.

 

Best Regards,

_______(Your name and Your Digital Signature

 

 

 

 

 

 

PROMOTION LETTER

 

 

 

Dear Mr. /Ms,

 

We are very happy to inform you that you have been promoted as (designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs    /-.Other terms and Conditions remain the same as per the appointment letter.

 

Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.

 

 

 

 

 

With best wishes,

 

_______(Your name and Your Digital Signature

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