Letter of Appreciation to Employees for Participation in the Conference
Letter of Appreciation to Employees for Participation in the Conference
Dear (Name of the candidate),
This is in regard to your active involvement in (reason). I on behalf of the Chairman and Board Members would like to express my heartfelt thanks to you for the same. We thank you for supporting us with the undertaking.
We express our gratitude once again for your enthusiastic participation in the conference held. It would definitely not have been a success without your presence.
Best Regards,
____________________
(Your name and Your Digital Signature)
Categories: HR Tags: Appreciation Letters
Employee Company Car Sample Policy
I have attached Employee Company Car Sample Policy.
Company Car Policy
1. Objective
The new Company Car Policy has been formulated in order to introduce an employee friendly and easy to administer car scheme in the company with effect from April 1, 2006. With the introduction of this scheme all previous car schemes stand withdrawn.
- 2. Scope
Employees in Grade M1 and above are entitled to participate in this scheme. These employees have been assigned Management Allowance / Car Kitty as part of their remuneration package. Their Management Allowance / Annual Car Kitty amount is given in the table included herein below.
|
(A) Grade |
(B) Car Kitty Amt (p.a.)* Rs. |
(C) Mgmt. Allow. (p.m.) Rs. |
(D) Addnl. Car Kitty(p.a.)* Rs. |
(E) Max. Car Kitty Amt (p.a.)* Rs. |
|
M5 |
240,000 |
20,000 |
60,000 |
300,000 |
|
M4 |
195,000 |
16,250 |
45,000 |
240,000 |
|
M3 |
150,000 |
12,500 |
45,000 |
195,000 |
|
M2 |
105,000 |
8,750 |
45,000 |
150,000 |
|
M1 |
75,000 |
6,250 |
30,000 |
105,000 |
In the case of employees joining the Company Car Scheme post July 1, 2006, actual Car Kitty amount shall be net of Fringe Benefit Tax (FBT) as applicable.
- 3. General
3.1. Under this scheme eligible employee can avail of a leased car for both official duties as well as personal use. For this purpose, the company has entered into an agreement with a lease finance company. The details of the same have been provided in the Annexure I.
3.2. Eligible employees would be entitled to a car with a per annum cap on lease rent equivalent to their annual car kitty entitlement included in their remuneration package.
3.3. Employees can select any car of their choice within their lease rent entitlement limit.
3.4. Full finance is available without any margin money requirement. The amount that can be rentalized includes the following:
3.4.1. Ex-Showroom Cost of the car
3.4.2. Registration Fees
3.4.3. Insurance
3.4.4. Cost of Accessories
3.4.5. Octroi and other taxes.
However, the minimum amount that would need to be rentalized is the Ex-Showroom cost of the vehicle.
3.5. In case accessories are bought from some other dealer, the VAT Invoice from that dealer will be required.
3.6. At the end of the Lease Term, the car will be returned to the leasing company.
- 4. Standard Operating Procedure:
4.1. The process starts with the employee getting an “In principle” approval of his/her respective HOD vide e-mail on a model that falls within his/her car kitty entitlement limit.
4.2. Employee negotiates with the dealer to get the best deal possible and gets a formal quotation in the form of Proforma Invoice.
4.3. Employee then submits to the Admin Department. an application for joining the company car scheme in the prescribed format as per Annexure II enclosing the Proforma Invoice and the e-mail approval from HOD.
4.4. Employee also executes an Undertaking on Rs. 20 Stamp Paper (refer Annexure III) and submits the same to Admin Department.
4.5. Admin gets the approvals from Finance on the Application Letter and retains the original Application Letter and Proforma Invoice for their records.
4.6. Admin intimates the Lease Finance Company vide Authorization Letter as per Annexure IV enclosing a copy of Proforma Invoice.
4.7. The Lease Finance Company then sends the following to the Admin Department.:
4.7.1. Cheque in the name of the Dealer
4.7.2. Covering Letter to the Dealer
4.7.3. Letter for Endorsement to the RTO
4.7.4. Form 20 for signature of Authorized Signatory
4.8. Commencement date for the lease period under the scheme shall be the date on which cheque is drawn in favor of the dealer by the Lease Finance Company.
4.9. Admin gets the required signature on Form 20. Admin hand over the following to the employee to take the delivery of the car:
4.9.1. Cheque in the name of the Dealer
4.9.2. Covering Letter to the Dealer
4.9.3. Letter for Endorsement to the RTO
4.9.4. Form 20 with approval from Authorized Signatory (CFO)
4.9.5. Copy of ABC’s PAN Card
4.9.6. Company’s Address Proof
4.9.7. Letter of Authority to take the delivery of the car (Refer Annexure V).
Admin retains a copy of all the above documents.
4.10. Based on these documents employee can take delivery of the car.
4.11. On receiving the delivery of the car, the employee needs to forward the following docs to the Admin Department.
4.11.1. Original Invoice
4.11.2. Copy of Insurance Cover Note
4.11.3. Copy of R C Book
4.11.4. Copy of Insurance Policy
4.12. Admin Department retains a copy of all the above documents and sends the Original Invoice and copy of the other three docs to the Lease Finance Company.
4.13. The Lease Finance Company then sends the following to the Admin Department:
4.13.1. Lease Agreement drawn in triplicate (One Original and two copies).
4.13.2. First Debit note
4.14. Admin takes required signatures on the Lease Agreements, sends original to Lease Finance Company, handover one copy to employee and retains the other copy for their records.
4.15. Admin then intimates the payment schedule included in the Agreement to the HR Department and forwards the First Debit Note to the Accounts Department. for making payment to the Lease Finance Company
4.16. On receiving the Payment Schedule, the HR Department provides the necessary inputs to the Payrolls Department vide the monthly salary input.
4.17. Second year onwards, the employee gets the insurance done himself, retains the original insurance policy and submits two copies of it to Admin Department. Admin Department retains a copy and sends a copy to Lease Finance Company
4.18. The Lease Finance Company will raise a single rental bill by 20th of every month reflecting all the on-going agreements and sends it to the Admin Department who will forward the same to Accounts Department for payments.
- 5. Maintenance / Repairs / Normal Running / Insurance
The employee will be required to maintain the Car in good condition & incur all running costs including costs of fuel, spares, tubes, tyres, repairs, maintenance, servicing etc., as required from time to time.
As stated above, the employee will also bear the insurance cost 2nd year onwards.
All these expenditures can be claimed against reimbursement entitlement included as part of the compensation package.
- 6. Foreclosure:
6.1. Premature exiting from the car scheme by returning the car at any point of time has been provided for under the scheme. However, where premature exit from the scheme is not at the behest of the company, the foreclosure charges / expenses shall be borne by the employee in totality. Instances of premature exit not at the behest of the company are foreseen as, but not limited to the following:
6.1.1. Resignations
6.1.2. Retirements (including Voluntary Early Retirement)
6.1.3. Personal Reasons
6.1.4. Dismissals from service will be treated on the same footing as cases, which are not at the behest of the Company.
6.2. The working of the foreclosure charges would be as agreed with the Lease Finance Company. The details of the same are in Annexure I.
6.3. In case the employee is joining a new organization, there is a possibility of assigning the car to the new organization by the Lease Finance Company. This will need to be mutually decided by the Lease Finance Company and the concerned employee’s new organization.
- 7. Promotions
If the employee’s car kitty entitlement changes due to promotion, the difference between the new monthly car kitty entitlement and monthly car lease rent would be added to his/her Personal allowance and paid out with salary on monthly basis. This would be treated as income and taxed accordingly.
- 8. Transfers
In case of inter-location transfers, within the company, the leasing company will organize all the necessary formalities. The concerned employee will be required to contact the Administration Department at HO to initiate necessary processes.
In case of transfers to a subsidiary / affiliate / sister company, the car can be assigned to the new company wherever the new company also has an agreement with the said Lease Finance Company.
The transfer charges will be borne by the company if the transfer is company initiated and by the employee if the transfer is employee initiated.
- 9. Rejoining the Car Scheme
On completion of the tenure and on returning of the car to the Leasing Company, the employee will be entitled to rejoin the car scheme immediately thereafter.
10. Overall Co-ordination/Clarification/Suggestions
10.1. Car Scheme will be co-ordinated on an all India bases by the Administration Department in Head Office. The department shall maintain an MIS pertaining to the scheme.
10.2. All clarifications with regard to the scheme can be obtained from Administration Department.
10.3. All suggestions for improvement of the scheme should be addressed to the Administration Department.
ANNEXURE I
- The company has entered into an agreement with M/s Sundaram Finance Ltd., a Lease Finance Company to make available a leased car to the eligible employees of the company.
- Employee has an option to choose tenure ranging from 3 yrs to 5 yrs. Current Lease rentals for the same are indicated in the table below:
|
Tenure |
Resale Value |
Rental per lac per month (plpm)* |
|
3 Yrs |
25 % |
Rs 2705 |
|
4 Yrs |
20 % |
Rs 2230 |
|
5 Yrs |
15 % |
Rs 1930 |
* Please contact the Admin Department. for the latest Lease Rentals applicable.
- The above rentals are based on the current SBI PLR. There could be a variation in the rentals due to variation in any of the following:
- SBI PLR ( In this regard please note that, there has been no increase in this benchmark interest rate in the past 5 Yrs)
- Change in the Corporate Taxes / Depreciation Rates as prescribed in the Union Budget
Kindly refer to the variation tables included herein below:
3.1. Given below is the variation table for the 3 year option:
Tenure : 3 years
Rent (per month per lac) : Rs.2,705/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
Rs.
0 27
6 25
12 23
18 21
24 19
3.2. Given below is the variation table for the 4 year option:
Tenure : 4 years
Rent (per month per lac) : Rs.2,230/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
Rs.
0 26
6 23
12 21
18 19
24 17
30 15
36 13
3.3. Given below is the variation table for the 5 year option:
Tenure : 5 years
Rent (per month per lac) : Rs.1,930/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
Rs.
0 26
6 24
12 22
18 20
24 18
30 16
36 15
42 14
48 13
3.4. The quantum of change in rentals indicated above is for every half percentage point change in the cost of funds to the lessor keeping the other parameters of the lease at the present level.
3.5. In the 3 year option, the variation in rental for any 0.5% p.a. change taking place after the 24th month shall remain Rs.19/- per month per lac till the end of the lease period.
3.6. In the 4 year option, the variation in rental for any 0.5% p.a. change taking place after the 36th month shall remain Rs.13/- per month per lac till the end of the lease period.
3.7. In the 5 year option, the variation in rental for any 0.5% p.a. change taking place after the 48th month shall remain Rs.13/- per month per lac till the end of the lease period.
3.8. Any change in cost of funds to the lessor taking place between two periods indicated in the table above will entail change in rentals to the extent of change in rentals indicated at the beginning or at the end of the said periods or any magnitude falling in between depending on the exact point in time the change takes place.
3.9. The magnitude of change in rentals indicated above shall be applicable from the immediate rental next falling due and shall be applicable on all the future instalments of the rentals.
- Stamp Duty
4.1. Stamp Duty cost is also applicable on the Lease Rent Agreement. This amount varies as per the rates applicable from state to state.
4.2. The current Stamp Duty rates in various states are listed below:
| Orissa | Rs.10/- |
| Tamilnadu | Rs.20/- |
| Kerala | Rs.50/- |
| Karnataka | 1% of average annual rentals |
| Andhra Pradesh | Rs.100/- |
| Maharashtra | 1% of average annual rentals |
| Gujarat | 2% of average annual rentals |
| Delhi | Rs.50/- |
| Madhya Pradesh | Rs.50/- |
| Uttar Pradesh | Rs.50/- |
| West Bengal | Rs.20/- |
| Haryana | Rs.20/- |
| Goa | Rs.20/- |
| Pondicherry | Rs.20/- |
4.3. The same will be recovered from the employee’s salary on receiving delivery of the car.
- Once lease rentals exceed the car cost, 12.5% VAT will be applicable on the lease rentals and EMI would be enhanced to that effect
5.1. Second year onwards, Insurance will be done by the employee. In case the employee opts for insurance cover by Royal Sundaram or Oriental, the Sundaram Finance can take care of renewals, but the cost has to be borne by the employee.
- 6. Foreclosure
6.1. In case of foreclosure, value would be arrived at by discounting the balance rentals and the resale value considered in the package. The discount factor would be the prevailing SBI-PLR (Current PLR is 10.25% p.a.)
6.2. However, if the leasing company obtains the sale proceeds of the vehicle, the employee will be liable to pay only to the extent the net sale proceeds are less than the foreclosure charges.
ANNEXURE II
Application to join Company Car Scheme
Name: _____________________ Department: _________________
Designation: ________________ E-Mail Id: ___________________ _
Mobile No: __________________ Date: ________________________
To,
The Administration Department.
Kind Attn: Mr. R K Attal
Sub: Request for a car under Company Car Lease Scheme
Dear Sir,
I request you to provide me a car as per the following details. I have read the rules governing the scheme and agree to abide by the same and amendments, if any, to the same.
Yours faithfully,
Name and Signature of the employee
| DETAILS OF CAR | |||
| Car Make/ Model | |||
| Car Kitty Eligibility per annum | |||
| Desired Date of Delivery | |||
| Option | ¨ Option 1 | ¨ Option 2 | ¨ Option 3 |
| Tenure /Resale Value | 3 Yrs / 25% | 4 Yrs / 20% | 5 Yrs / 15% |
| Current Lease Rental plpm (A) | |||
| Heads | Cost | To be Rentalized (Y/N) | Cost to be Rentalized |
| Ex-Showroom Cost of Car | |||
| Insurance | |||
| Registration | |||
| Octroi / Other Taxes | |||
| Cost of Accessories | |||
| Total Cost to be Rentalized (B) | |||
| Monthly Lease Rental [(A*B)/100,000] | |||
|
|
Copy of e-mail having HOD’s approval attached herewith
Manager-Admin CFO
ANNEXURE III
(To Be Executed on Rs. 20/- Stamp Paper)
UNDERTAKING
Name of the Employee : __________________ _____
Residential Address : _______________________
_______________________
_______________________
_______________________
ABC India Ltd.
Attn: Mr. R.K.Attal
Plot No. 5, Off BKC Road,
Off CST Road,
Santacruz (E), Mumbai – 98
Date:
Dear Sir,
Car Scheme
In consideration of your having admitted me to the company’s car scheme and provided me with car ( No.,________________ Make __________________ ) hereinafter called “the car” with effect from ______________ on the terms and conditions of the said scheme, I undertake to the Company as follows :-
1) I have read all terms and conditions of the scheme and I agree to, accept and abide by all the terms and conditions laid down by the Company in the Car Scheme and amendment if any, thereof.
2) The car is registered in the name of the Company, but shall remain the property of the Leasing Company.
3) In case of any dispute, which may arise between the Company and me, the Leasing Company will have the right to re-posses the car any time during the leasing period.
4) I shall use the car only for my personal and official use. I shall not put the car to use on hire or reward and shall not use the car for any unlawful purpose.
5) In case of my separation from the Company for any reason whatsoever including resignation, retirement, VRS, dismissal, etc., I hereby agree to bear the foreclosure charges and hereby authorize the company to adjust the said charges from my terminal dues and in case of shortfall if any I shall forthwith make good the same to the Company.
6) Not withstanding the aforesaid, I / my legal heirs shall be personally liable to pay to the Company all amounts due from me under this scheme and to pay the same to you on demand and without demur and notwithstanding any dispute/ difference that may be subsisting between me/ my legal heirs and the Company.
7) The agreement shall bind in all respect heirs executors legal representatives and myself. I further agree that the Company shall have the same rights against my heirs, executors and legal representatives, as it has against me under this agreement.
8) I understand that on execution of this Undertaking, monthly pay out to me out of my annual car kitty entitlement will stop.
9) I had been given two salary structures viz. “With Car” and “Without Car” in my initial offer letter / at the time of my salary review. I understand that once I join this scheme, the “With Car” structure will come into effect from the month in which the car lease period starts and same shall be applicable during the period that I am part of the scheme.
10) However, in case the monthly lease rent is less than the one twelfth of the annual car kitty entitlement, the differential amount would be added to the Personal Allowance and paid out to the employee through salary on a monthly basis. The said amount would be taxable.
11) The scheme would be governed by the tax regime as applicable from time to time, and any implications thereof would be to my account.
Yours faithfully,
Signature of the Employee
Name: ___________________________
Place: ___________________________
Date: ___________________________
Witness: _________________________
Signature________________________
Name: ___________________________
Address: ________________________
__________________________
ANNEXURE IV
Authorization Letter to Lease Finance Company to make the payment to the dealer
Date:
Sundaram Finance Limited
95, 9th Floor,
Maker Chambers III,
Nariman Point,
Mumbai – 400 021
Subject: Car for <Employee Name>
Dear Sir,
With reference to our leasing arrangement for cars, please find enclosed the proforma invoice dated ___________ raised by <Dealer’s Name>, amounting to ______________. The terms of the transactions are as follows:
Nature of Asset :
Cost of Asset :
Lease Tenure :
Lease Rentals :
Lease Management Fee :
You are requested to arrange for the insurance, which may also be capitalized.
You are requested to issue a cheque favoring <Name of Dealer> payable at <Location> for Rs ___________ and also forward the necessary documents for registration of the vehicle.
Thanking you,
For ABC (India) Ltd.
Authorized Signatory
ANNEXURE V
Letter of Authority to take the delivery of Car
Date: ____________
To,
Dealer’s Name
Address
Reg: Supply of one _______ Car leased to us by M/s Sundaram Finance Limited
Ref: Your proforma invoice dated ___________
Dear Sir/ Madam,
We hereby authorize <Employee’s Name & Designation> of M/s ABC (India) Limited, whose signature is attested below, to collect the ______________ Model which is leased out to us by < Name of Lease Finance Co.>.
All documents signed by <Employee’s Name & Designation> in this regard shall be binding on the Company.
…………………………………..(Signature of authorized representative)
For ABC (INDIA) LTD.,
CFO
Click Here To Download Company Car Policy
Search Sample Formats:
Disciplinary Action and Warning Letters
I have attached the 26 warning letters formats which will help you for all the Disciplinary actions.
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 IRREGULAR 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 forinsubordination, 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.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR
CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling
for his explanation thereto. The explanation, has been found to be as
unsatisfactory. The Management has decided to hold an enquiry by giving an
opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we
need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this
context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s
Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority. The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent totake disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seenthat he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE
FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet
dated………………
We are in receipt of your explanation dated…….in response to the charge sheet dated……..After careful consideration of your explanation, which has
been found unsatisfactory, it is considered desirable and necessary to
conduct an enquiry into the charges leveled against you. You are hereby
informed that the enquiry will be conducted by Sri……………….who has been
entrusted with assignment to hold the enquiry.You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you. For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and
the enquiry held thereafter. We have since received the report of the enquiry
officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to
you.
Manager/ Competent Authority
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 REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or
sense of responsibility. Frequently, you have stayed away from duty &
neglected your work. Time & again you were warned/ reprimanded but there
has been no improvement. We tried our best to motivate you to take interest
in the work & to observe regularity & punctuality but of no avail. You have
been as careless as ever & have refused to perform your duties seriously.
Your carelessness has not caused the work to suffer but it is also likely to
effect the discipline among other members of the staff.Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1- month notice to relieve you from the present post and instead assign you post
of____________ with immediate effect from_______________. This post
entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe
punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the
misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered onthe expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & 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
UNAUTH
ORIZED
ABSE
NCE
________ __________
________________
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 chargesheet
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)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any
inconvenience you may have experienced last month with respect to
____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
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
New Employee Introduction
Hi All
Please extend your warmest welcome to (name). (name) will be heading up
our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon
her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your
interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and
accomplish all the fabulous goals you have set. May the coming years be
filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to
__________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of
the company)_________________performance in (Year)_______. Your
efforts towards helping the company achive its strategic goals are
appreciated.Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work
together as a team and scale grater heights in the coming years.We wish you all th best for your future endeavours and contributions to our organization.
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
ADDRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) .
As per the company’s record, His services were effective since (Date of
Joining) . Also would want to confirm the current address of (Name of the
Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Click Here To Download Hr Forms & Procedures
Looking for Tips for HR Managers to Handle #MeToo Movement in India
Warning Letter to Employee for not following Uniform Dress Code
Search Sample Formats:
Categories: HR Tags: &, Forms, HR, Procedures
Employee Documents Joining to Leaving
Attached please find complete list of documents required at the time new joiner to reliving of employee. These documents might be differ according to company policies.
Employee Documents
(Joining to Leaving)
Employee File Contain(at the time of joining):-
1. Personal Information form
2. Copy Of updated CV
3. copy of offer letter
4. copy of appointment letter
5. welcome letter
6. Confirmation Letter
7. interview assessment sheet
8. Education certificate (SSC, HSC/ Diploma, Degree)
9. experience certificate
10. Salary certificate
11. Employee joining report
12. PAN Number Copy
13. Passport Copy (if Any)
14. Physical Fitness Certificate
15. Photo Id proof
16. Salary Slip of current employment
17. PF Forms
18. ESI form
19. Employee Superannuation Form
20. Employee Group Gratuity Form
21. Group Medical Insurance Policy Proposal Form for Employees
22. Life Insurance Beneficiary Form
23. Form 12B – Form for furnishing details of income under section 192(2) {Salary Declaration}
24. Code of Conduct for Prevention of Insider Trading
25. Declaration/ Undertaking
26. Declaration of Dependents
27. Photographs
28. Copy of employee ID card ( ID number )
29. Detail of family members
30. Nominee detail ( for PF,ESI, Gratuity etc amount )
31. Mail Communication print outs
32. Copy of Employee Agreement/Employment letter
33. Declaration to be bound by staff rules
34. Declaration of fidelity and secrecy
35. Salary Slips of last three months from previous employer
36. Reliving / Resignation Letter
37. Contact Details incase of emergency
38. Employment Application along with attested photograph
39. Form I-9 ( Employee eligibility verification )
Documents given to the employee once they have joined the organization (not attached in the employee file) :-
1. The company’s vision & mission statement
2. The Policy manual
3. Their Job profile
4. HR manual containing some general policies regarding leave, reimbursement rules
5. A Directory or Sheet containing imp. Telephone nos. & ext. nos.
6. Organizational Structure
7. HR Policies
8. List of special welfare policies
9. Employee events planned for the quarter
10. Office layout to cafeteria & restrooms and other important areas.
11. Company’s Do’s and Dont’s
12. Their Annual Action Plan -to be submitted back after a month –LPG
13. Copy of all the Code of Conduct Forms.
14. List of Holidays
Documents to be maintained during the cycle of employment ( Keep updating Documents time to time ) :-
- Appraisal Forms
- Performance Related Pay / Bonus Letter
- Promotion Letter
- Copy of any certificate/degree get after joining an organization
- Attested copy of any change in address, contact detail etc
- Record of Leave
- Attendance record
- List of project/task performing
- Maternity Detail
- Any up gradation either from employee or employer side
- Check list ( should be filled during first 2 weeks and then after 3 months)
Documents to be required at time of reliving :-
1. Noticed period (15/30 days)
2. Clearance Certificate (no dues certificate )
3. Exit interview Form
4. Reliving & Experience letter
5. Retirement detail
6. List of Forms :-
a. Transfer of PF ( Form 13 )
b. Refund of PF ( Form 19 )
c. Refund of Pension ( Form 10C )
d. Monthly Pension ( Form 10D )
e. Claim for Gratuity ( Form I )
7. Superannuation ( Transfer of employee’s fund, claim for pension
8. In case death HR concerned will be claimed to following forms duly filed by legal heirs :
a. Provident fund
b. Employee Pension Scheme
c. Gratuity
d. Superannuation
e. EDLI
f. Group Term Insurance
g. Group Term Insurance under GIGS
Note :- above mentioned documents/forms might be differ according to company policies.
Click Here To Download Employee Documents Joining to Leaving
Search Sample Formats:
Warning Enquiry Appraisal format
I have Attached Warning Enquiry Appraisal format
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.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling for his explanation thereto. The explanation, has been found to be as unsatisfactory. The Management has decided to hold an enquiry by giving an opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority.
The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet dated………………
We are in receipt of your explanation dated…….in response to the charge-sheet dated……..After careful consideration of your explanation, which has been found unsatisfactory, it is considered desirable and necessary to conduct an enquiry into the charges leveled against you. You are hereby informed that the enquiry will be conducted by Sri……………….who has been entrusted with assignment to hold the enquiry.
You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you.
For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and the enquiry held thereafter. We have since received the report of the enquiry officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to you.
Manager/ Competent Authority
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 REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or sense of responsibility. Frequently, you have stayed away from duty & neglected your work. Time & again you were warned/ reprimanded but there has been no improvement. We tried our best to motivate you to take interest in the work & to observe regularity & punctuality but of no avail. You have been as careless as ever & have refused to perform your duties seriously. Your carelessness has not caused the work to suffer but it is also likely to effect the discipline among other members of the staff.
Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1-month notice to relieve you from the present post and instead assign you post of____________ with immediate effect from_______________. This post entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.
We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.
Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.
During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered on the expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & 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:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to ____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
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
Hi All
Please extend your warmest welcome to (name). (name) will be heading up our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .
An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and accomplish all the fabulous goals you have set. May the coming years be filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to __________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of the company)_________________performance in (Year)_______. Your efforts towards helping the company achive its strategic goals are appreciated.
Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work together as a team and scale grater heights in the coming years.
We wish you all th best for your future endeavours and contributions to our organization.
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
ADRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) . As per the company’s record, His services were effective since (Date of Joining) . Also would want to confirm the current address of (Name of the Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Warning,Enquiry,Appraisal format
I have Attached Warning,Enquiry,Appraisal format
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.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling for his explanation thereto. The explanation, has been found to be as unsatisfactory. The Management has decided to hold an enquiry by giving an opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority.
The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet dated………………
We are in receipt of your explanation dated…….in response to the charge-sheet dated……..After careful consideration of your explanation, which has been found unsatisfactory, it is considered desirable and necessary to conduct an enquiry into the charges leveled against you. You are hereby informed that the enquiry will be conducted by Sri……………….who has been entrusted with assignment to hold the enquiry.
You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you.
For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and the enquiry held thereafter. We have since received the report of the enquiry officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to you.
Manager/ Competent Authority
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 REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or sense of responsibility. Frequently, you have stayed away from duty & neglected your work. Time & again you were warned/ reprimanded but there has been no improvement. We tried our best to motivate you to take interest in the work & to observe regularity & punctuality but of no avail. You have been as careless as ever & have refused to perform your duties seriously. Your carelessness has not caused the work to suffer but it is also likely to effect the discipline among other members of the staff.
Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1-month notice to relieve you from the present post and instead assign you post of____________ with immediate effect from_______________. This post entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.
We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.
Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.
During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered on the expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & 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:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to ____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
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
Hi All
Please extend your warmest welcome to (name). (name) will be heading up our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .
An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and accomplish all the fabulous goals you have set. May the coming years be filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to __________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of the company)_________________performance in (Year)_______. Your efforts towards helping the company achive its strategic goals are appreciated.
Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work together as a team and scale grater heights in the coming years.
We wish you all th best for your future endeavours and contributions to our organization.
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
ADRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) . As per the company’s record, His services were effective since (Date of Joining) . Also would want to confirm the current address of (Name of the Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Click Here To Download Warning,Enquiry,Appraisal format
Categories: HR Tags: Appraisal format, Enquiry, Warning
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 2nd 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 1st 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:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
Categories: HR Tags: Important formats for HR purpose
Employee Documents Joining to Leaving
I have Attached Employee Documents Joining to Leaving
Employee Documents
(Joining to Leaving)
Employee File Contain(at the time of joining):-
1. Personal Information form
2. Copy Of updated CV
3. copy of offer letter
4. copy of appointment letter
5. welcome letter
6. Confirmation Letter
7. interview assessment sheet
8. Education certificate (SSC, HSC/ Diploma, Degree)
9. experience certificate
10. Salary certificate
11. Employee joining report
12. PAN Number Copy
13. Passport Copy (if Any)
14. Physical Fitness Certificate
15. Photo Id proof
16. Salary Slip of current employment
17. PF Forms
18. ESI form
19. Employee Superannuation Form
20. Employee Group Gratuity Form
21. Group Medical Insurance Policy Proposal Form for Employees
22. Life Insurance Beneficiary Form
23. Form 12B – Form for furnishing details of income under section 192(2) {Salary Declaration}
24. Code of Conduct for Prevention of Insider Trading
25. Declaration/ Undertaking
26. Declaration of Dependents
27. Photographs
28. Copy of employee ID card ( ID number )
29. Detail of family members
30. Nominee detail ( for PF,ESI, Gratuity etc amount )
31. Mail Communication print outs
32. Copy of Employee Agreement/Employment letter
33. Declaration to be bound by staff rules
34. Declaration of fidelity and secrecy
35. Salary Slips of last three months from previous employer
36. Reliving / Resignation Letter
37. Contact Details incase of emergency
38. Employment Application along with attested photograph
39. Form I-9 ( Employee eligibility verification )
Documents given to the employee once they have joined the organization (not attached in the employee file) :-
1. The company’s vision & mission statement
2. The Policy manual
3. Their Job profile
4. HR manual containing some general policies regarding leave, reimbursement rules
5. A Directory or Sheet containing imp. Telephone nos. & ext. nos.
6. Organizational Structure
7. HR Policies
8. List of special welfare policies
9. Employee events planned for the quarter
10. Office layout to cafeteria & restrooms and other important areas.
11. Company’s Do’s and Dont’s
12. Their Annual Action Plan -to be submitted back after a month –LPG
13. Copy of all the Code of Conduct Forms.
14. List of Holidays
Documents to be maintained during the cycle of employment ( Keep updating Documents time to time ) :-
- Appraisal Forms
- Performance Related Pay / Bonus Letter
- Promotion Letter
- Copy of any certificate/degree get after joining an organization
- Attested copy of any change in address, contact detail etc
- Record of Leave
- Attendance record
- List of project/task performing
- Maternity Detail
- Any up gradation either from employee or employer side
- Check list ( should be filled during first 2 weeks and then after 3 months)
Documents to be required at time of reliving :-
1. Noticed period (15/30 days)
2. Clearance Certificate (no dues certificate )
3. Exit interview Form
4. Reliving & Experience letter
5. Retirement detail
6. List of Forms :-
a. Transfer of PF ( Form 13 )
b. Refund of PF ( Form 19 )
c. Refund of Pension ( Form 10C )
d. Monthly Pension ( Form 10D )
e. Claim for Gratuity ( Form I )
7. Superannuation ( Transfer of employee’s fund, claim for pension
8. In case death HR concerned will be claimed to following forms duly filed by legal heirs :
a. Provident fund
b. Employee Pension Scheme
c. Gratuity
d. Superannuation
e. EDLI
f. Group Term Insurance
g. Group Term Insurance under GIGS
Note :- above mentioned documents/forms might be differ according to company policies.
Click Here To Download Employee Documents Joining to Leaving
Categories: HR Tags:
About ESI and EPF
Employee State Insurance
Coverage – Act is applicable to non-seasonal factories using power and employing 10 or more persons and non-power using factories 20 or more persons.
Earning wages limit- Gross Salary Rs. 10,000/- w. e. f. 01.04.2006.
Contribution : By Employer @ 4.75%
By Employee @ 1.75%
Registration and number allotment– Duly filled Form-01
For Employees Form 01 & Declaration Form no. 03 within 10 days of joining, kept one copy of Form-3 for record.
Identity Cards : Form 4 the ESI Office will issue the same.
Register for ESI Record : Every employer shall maintain a register in Form-6 which is prescribed in rule-32.
Contribution periods 1st : 1st April to 30th September
2nd : 1st October to 31st March
Challans Deposit : Deposit in bank by 21st of every month.
Returns of contribution : On Form no. 5 in quadruplicate with Six Challans within or before 11 May & 12 Nov of every year mandatory certified by the Chartered Accountant if the member are 40 nos. or more w. e f. 01.04.2008.
Special Provision :
(i) Within 42 days of the termination of the contribution period to which it related.
(ii) Within 21 days of the date of permanent closure of the factory.
(iii) Within 7 days of the date f receipt of requisition in that behalf from the appropriate office.
Notice of Accident : As soon as practicable after the accident.
Maintenance of Accident Book : Form-15 any injury to an insured person.
Report to Accident :
- Immediately if the injury is serious. i.e. is likely to be cause to death or permanent disablement or loss of a member.
- In any other case within 24 hours after the receipt of the notice or when the accident came to his notice or to his foremen or other official under whose supervision the insured person was employed at the time of accident.
- If the injury result in the death at the place of employment, the report to IMO and Local Office should be sent through a special messenger.
Every Employer shall send a report in Form-16 to the nearest Local Office and to the nearest Insurance Medical Officer in triplicate i.e.
(1) One deposit to Local Office
(2) Second deposit to IMO
(3) Kept for their records.
Benefit Period : If the person joined insurable employment for the first time say 5th January, but his contribution period will be 5th Jan to 31st March and his corresponding first benefit will be from 5th October to 31st December.
| Sr. No. | To be deemed as a wages | Not to be deemed as a wages |
|
1 |
Basic Allowance | Contribution paid by employer on any pension / PF or ESI |
|
2 |
Dearness Allowance | Daily Allowance paid for period spent on tour |
|
3 |
House Rent Allowance | Encashment of leaves |
|
4 |
City Compensatory Allowance | Washing Allowance |
|
5 |
OT Wages | Amount towards reimbursement for duty related journey |
|
6 |
Production Incentive | Gratuity payable on discharge |
|
7 |
Payment for day of rest | Benefit paid under ESI |
|
8 |
Night Shift Allowance | Payment of Inam which does not form part of the terms of employment |
|
9 |
Meal / Food Allowance | |
|
10 |
Suspension Allowance | |
|
11 |
Conveyance Allowance |
Damages or contribution or any other amount due but not paid in time-
| Sr. No. | Period of delay | Maximum rate of damages in % per annum of the amount due |
|
1 |
Less than 2 months |
5 % |
|
2 |
Grater than 2 but less than 4 months |
10 % |
|
3 |
Grater than 4 but less than 6 months |
15 % |
|
4 |
Grater than 6 months |
25 % |
Penalties : Different punishment have been prescribed for different types of offences in terms of section 85 :
(i) Six month imprisonment and fine Rs. 5000/-
(ii) One year imprisonment and fine
And under section 85-A
(i) Five year imprisonment and not less than 2 years
And under section 85-C(2) of the ESI Act which are self explanatory
Besides these provisions, action also can be taken under section 406 of the IPC in case where an employer deduct contribution from the wages of his employees but does not pay the same to the corporation which amounts to criminal breach of trust
EPF
FREQUENTLY ASKED QUESTIONS
1) Who will be covered by the Pension Scheme?
Every member of the ceased Family Pension Scheme 1971 and anyone who joins any covered establishment on or after 16-11-95 is compulsorily to join this scheme, provided his/her salary/wage is less than Rs. 6500/- per month at the date of appointment.
2) What is a covered establishment?
Covered establishment is an establishment belonging to the class of industries / other establishments, which have been listed in the schedule appended to the Employees’ Provident Fund and Miscellaneous Provisions Act 1952 and where 20 or more persons are employed.
3) What are the eligibility criteria for taking the benefit of Employee Pension Scheme?
For getting the benefit of Employee Pension Scheme, an employee has completed to complete the age of 58 and have least 10 years of contribution in pension scheme.
4) Is employee the only beneficiary of Fund?
Benefit will be paid to him/her and in his/her absence to his/her family.
5) What is meant by Family?
Family means employees’ spouse and children below 25 years of age.
6) Suppose an employee does not have a Family and he/she dies before receiving benefit. Does his/her pension get lost?
No, if he/she does not have a family, benefits will be paid to his /her nominee, who will receive the benefit in his/her, absence.
11) Suppose member has not nominated anyone.
The pension / ROC will be paid to the dependent parents.
12) Can member change his/her nomination?
He/She can change his/her nomination whenever he/she decides within the framework of rules for such nomination. In other words if he/she has a family, nomination should be in favour of a member(s) of the family. If he/she has no family he/she can nominate anyone he/she wishes.
14) Employee is a member of Employees’ Pension Scheme. He/She has left employment at 48 yrs. of age and 8 yrs. of service. When shall he/she receive his/her pension?
He/She can take either withdrawal benefit or can take scheme certificate so that the 8 years service can be added to any future service that he / she may put in, in any other covered establishment. By virtue of being a holder of a scheme certificate, if the member dies before 58 years widow / widower and children shall be entitled for pension.
16) When does an employee become eligible to become a member of Employees’ Provident Fund Scheme, 1952 and Employees’ Deposit Linked Insurance Scheme, 1976?
An employee becomes a member of Employees Provident Fund (Employees’ Provident Fund) Scheme, 1952 / Employees Deposit Linked Insurance (Employees’ Deposit Linked Insurance) Scheme, 1976 immediately on joining an establishment covered under the Employees Provident Funds & Miscellaneous Provision Act, 1952.
17) What is nomination?
Every member has to give the details of himself & details of the nominee for Employees’ Provident Fund & Employees’ Deposit Linked Insurance Schemes and details of family for Employees Pension Scheme, 1995 in form no. 2.
A member if, is having a family can nominate any one or more persons to receive the Provident Fund on his death. In case of him having no family he can nominate any other person.
Family for the purpose of Employee Provident Fund Scheme’52 means wife/husband, children, whether married or unmarried, including adopted children, if adoption is recognized and dependant parents of member.
Employees Deposit Linked Insurance Scheme benefit will be paid to the nominee under Employees Provident Fund Scheme, 1952.
For the purpose of Employees Pension Scheme,1995 the member has to furnish the details, such as name, relationship & age of all the family members in the form no. 2. Family for the purpose of Employees Pension Scheme, 1995 means wife/husband & children. Whenever member wants to make a change in the nomination already made for Provident Fund, or to update the details of family for Employees Pension Scheme,1995, he has to send a revised form no. 2. The form no.2 is routed through the employer.
18) What are the periodical returns to be sent by an employer to the Provident Fund Office?
The employer of an un-exempted establishment has to forward the following returns. These returns will include details required under the three schemes namely, Employees Provident Fund Scheme, 1952, Employee Deposit Linked Insurance Scheme,1976 and Employee Pension Scheme, 1995.
a) Form-9(Revised):
The details of employees enrolled as members of Employees’ Provident FundS’52, Employees’ Deposit Linked Insurance’76 & Employees’ Pension Scheme’95 on coverage of the establishment- This is to be submitted immediately after coverage, within 15 days of coverage.
b) Form-12A:
The details of the contributions recovered form the members & paid along with details of employers’ contribution & administrative charges- This is to be submitted monthly by 25th of following month.
c) Form-5:
The details of the employees enrolled newly to the Provident Fund- To be submitted along with Form-12A every month within 15 days of the following month.
d) Form-10:
The details of the employees leaving service during the month- To be submitted along with form-12A.
e) Challans:
The triplicate copy of challans in token of having remitted the Provident Fund dues in the bank- to be submitted along with form-12A every month.
f) Form-2(Revised):
Nomination form- To be submitted along with form-5/9.
g) Form-3A:
The details of wages & contributions in respect of each member, to be prepared financial year wise- To be submitted to the Provident Fund office by 30th of April every year.
h) Form-6A:
Yearly consolidated statement of contributions- To be forwarded yearly along with form-3A. It should be ensured that all the form-3A are entered in form-6A, irrespective of whether the form-3A was forwarded for the broken period and the total dues as per the form-12A for the whole year agrees with the total of form-6A within 30th April.
i) Form-5A:
Return of ownership of the establishment- To be forwarded immediately after coverage & whenever there is a change in the ownership, it has to be intimated with in 15 days of change.
j) Specimen signature:
Specimen signature of the officer/officers who are authorized to sign the returns/documents relating to Provident Fund forwarded immediately after coverage & whenever there is a change in
authorized officer.
19) What is the procedure to be followed by the member if the employer is not attesting his claim forms?
It is the duty of the employer under the Act & Scheme to help Employees’ Provident Fund organisation to settle the Provident Fund dues of his employees. He has to complete the prescribed application within 5 days of receipt [para72(5)] forms & hand over it to the member when he leaves the service. When a member finds difficult to get the form attested by the employer, he can get the attestation of any of the following officer & send to the Provident Fund office
- Manager of a bank.
- By any gazetted officer.
- Member of the Central Board of Trustees./ committee/ Regional Committee (Employees’
Provident Fund Organization).
Magistrate/ Post/ Sub Post Master/ President of Village Panchayat/ Notary Public.
20) What is the mode of payment of Provident Fund and Employees’ Deposit Linked Insurance dues?
Provident Fund & Employees’ Deposit Linked Insurance dues is paid by money order/ by deposit in payees’ bank a/c/ through employer/ by depositing the cheque in payees’ name or part of amount in annuity scheme in any nationalised bank. Payment by money order is allowed where the amount is not more than Rs. 2000/-
21) What are the modalities to be followed for payment through cheque?
The member has to open an account in the nationalised bank, scheduled bank, urban bank or post office savings bank. He has to furnish the details of bank a/c no. with the full address of the bank in application form. An advance stamped receipt has also to be annexed in the form.
For receipt of pension member/claimant has to open an account only in State Bank of India or Punjab National Bank.
22) In case of returning of cheque what is the procedure to be followed?
Generally the cheques are returned by the bankers when the a/c number is furnished incorrect or a/c has been closed. On receipt of the cheque from the bankers the Provident Fund office will write to the member & employer about the fact & request them to intimate the bank, a/c number & detailed address. In case, the member comes to know about returning of the cheque before this, he can write to the Provident Fund office through his former employer regarding his present address & bank a/c number.
23) What is the time taken for disposal of the application in the Provident Fund office?
The claims received complete in all respects are disposed off within a maximum period of 30 days from the date of receipt of claims in the office. In case the member is not hearing anything about his application within 30 days, he can approach the Public Relation Officer.
24) What is the voluntary rate of Provident Fund contribution by the member?
As per the Act, the member has to contribute at the rate of 10% or 12% of his basic pay, D.A. & retaining allowance if any. In case the member wants to contribute more than this, voluntarily he can do so at any rate he desires. i.e. upto 100% of basic and D.A. But the employer is not bound to contribute at the enhanced rate.
Instructions for a member while sending application to Employees’ Provident Fund.
Instructions for a member while sending application to Employees’ Provident Fund Organization:
General:
- Use the appropriate form for claiming Provident Fund Pension, withdrawal benefit/scheme certificate, Employees’ Deposit Linked Insurance benefit, etc. as given below :-
- Form-19 : To claim final settlement of Provident Fund by a member.
- Form-20 : To claim Provident Fund by nominee/legal heir on death of the member.
- Form-10-D : To claim pension. (In duplicate : If within state, In triplicate : If outside state.)
- Form-10-C : To claim withdrawal benefit/scheme certificate under Employees’ Pension Scheme ’95.
- Form-5IF : To claim assurance benefit under Employees’ Deposit Linked Insurance ’76 by nominee/legal heir of a member.
- Form-31 : To claim temporary withdrawal/advance under Employees’ Provident Fund scheme
’52. - Form-13 : To effect transfer of Provident Fund/Pension from one A/C to another.
- Ensure that all columns of the application are filled completely.
- Information in the application form relating to name, a/c no. should agree with the details
available with Employees’ Provident Fund Organization; which were furnished by the employer at the time of enrolling to Provident Fund. - Application should be signed by the member/claimant.
- It should be attested by the former employer. In case attestation by the former employer is not possible, it should be got attested by any other authorized official specified with application form.
- Application for final settlement can be sent by a member on completion of 2 months from the date of leaving service, if the reason for leaving service is other than superannuation, medical ground, retrenchment and V.R.S./ Female members getting married etc.
- Desired mode of payment can be given legibly, if the amount involved is more than Rs. 2000/-. The amount will sent by deposit in payees’ bank a/c. To facilitate this, Bank a/c no., name and address of the bank should be furnished. An advance stamped receipt should also accompany this application.
- Application may be supported by the return Form-10, showing the details of leaving service and details of contribution for the year in Form-3A, if not sent earlier by the employer.Specific additional requirements:A) Death cases:
- Nominee/legal heir should apply in Form-20 /Form-10-D /Form-5IF.
- If the member has not executed any nomination, application should be supported by certificate of family members issued by employer/revenue official/sworn in an affidavit by the family/ member/legal certificate from a court of law.
- Death certificate of the member.
Certificate of the employer stating whether the death was while in service of the member or not.
B) Pension cases:
- Joint photograph of member/spouse or the claimant should accompany the application.
- Option for return of capital/commutation should be specified clearly.
- Details of non-contributory period during the service, wages/salary for last 12 months should also accompany, if not already sent.
- Details of the branch of the specified bank may be given legibly.
- Date of birth certificates of children
In case of death away from service, an undertaking by the claimant to the effect that the member was not working / had not worked in any other covered establishment after exit from the establishment on the basis of which pension is being claimed.
How to Change/Correction Employee Name in ESIC Portal – ESIC Name Change Letter Format
Categories: HR Tags: PF & ESI Rate
Work From Home Policy
I have Attached Work From Home Policy
1. POLICY
1.1 This Policy has been compiled to ensure all workers fully understand and are able to comply with the Company’s Working from Home procedures. No worker has the right to work from home, but every worker has the right to have his/her application considered. A decision will be based on the assessment of work activities , skills, competencies as well as health and safety considerations.
1.2 Working from home may be combined with any overall working pattern, whether full or part-time.
2. DEFINITIONS
2.1 A home worker is someone who undertakes a significant proportion of work from home on an agreed regular and predictable basis. An individual undertaking of occasional or ad hoc working is not considered to be a home worker.
3. PROCEDURE
3.1 Assessment of work activities, skills and compentencies
3.2 The Business Unit Director shall also assess that the work itself is suitable for home working:
3.2.1 How much face to face interaction is required with other task holders in the team or on the project?
3.2.2 Is there a frequent need to refer to documents not available at home?
3.2.3 Is there a constant need for access to resources or other colleagues?
3.3 These issues may present obstacles – but there may also be ways of overcoming them, so the Business Unit Manager will need to look at reasonable ways of dealing with these issues without summarily dismissing the possibility of home working.
3.4 Other considerations for the Business Unit Director would relate to the qualities of the home worker. Home working requires certain skills, abilities and qualities. For example the home worker will need to:
3.4.1 be able to cope with the reduced social interaction and contact;
3.4.2 be trustworthy, mature, self disciplined and self motivated, i.e not be distracted from working, be able to complete the expected working hours, and be able to work without direct supervision;
3.4.3 be able to arrange their family or other commitments to facilitate a suitable working regime and environment;
3.4.4 have good communication skills, for example be good at report writing and verbal reporting;
3.4.5 (where necessary) be willing and able to use new or different communications and IT equipment;
3.4.6 have higher than average self discipline and self management skills, particulary time management.
4. TRAINING AND PERFORMANCE
4.1.1 there is a clear understanding by both parties of what is expected of each and on what timescale
4.1.2 there are agreed arrangements for the immediate line manager and the employee to review progress jointly at appropriate intervals
4.1.3 there is a clear understanding of how any development/training needs will be met in cases where working from home is likely to occur over an extended period
4.1.4 satisfactory arrangements are in place for ensuring that employees working at home over an extended period are kept in touch with developments of their department/resource group and receive appropriate Compay communications
4.1.5 there is no risk to commercial security arising from any need to work with documents or computer data off-site
4.1.6 there are appropriate arrangements to cover any insurance liability
4.1.7 due regard has been paid to any health and safety implications
4.1.8 the commitment to an employee to allow homeworking is not open-ended and it is clear that it will only be renewed if the arrangement is proving completely satisfactory to both parties.
4.2 Company Authorised Working from Home Agreements / Procedure
4.2.1 If an employee has a reason to request working flexibly they must put this request, formally, in writing to their line manager and HR Consultant in the first instance.
4.2.2 The employee’s HR Consultant will then arrange a meeting with all parties to discuss the options available.
4.2.3 If agreed the employee will receive a written agreement, which they will be required to sign.
4.3 Equal Treatment:
4.3.1 Where employees are working at home for a significant proportion of their time, line managers must ensure that they keep in frequent touch with the employee, and employees and line managers must ensure that all the requirements of the Performance Track system are met.
4.3.2 Employees should be treated no less favourably than those working within an office. line managers must also ensure that the training needs of the employee are fully considered and that they are offered training opportunities in the same way as those working in an office/site.
4.4 Home Office Space:
4.4.1 The employee will be required to make available a suitable space in their home, which will allow for undisturbed home working. This includes furniture, which would be suitable for long periods of computer work e.g. suitable table and chair which meets the same or similar standards as required within an office environment. Suitable furniture if not already available in their home would need to be purchased at their own expense.
4.6 Computer Equipment and Support:
4.6.1 iNet will not procure any desk top computer equipment (computer, printer etc). The employee can however put in a request to their manager to be supplied with a laptop, which they will be required to use on any occasions that they also work from an ______ office.
4.6.2 If home broadband has been purchased by a staff member who wishes to connect their ____ laptop to it, the Customer Support Desk (CSD) should be contacted who will advise on a standard router and send through an instruction sheet for configuration of the router. The router should then be purchased by the individual staff member or through their business unit if the business is funding it. iNet are not responsible for the procurement, configuration or support of the router.
4.6.3 If home broadband has been requested and is being funded by the company for an individual, that staff member has responsibility for ordering the broadband through an ISP advised by the CSD. The CSD will also advise on the router to be procured through the relevant business unit. In this situation where the company has requested and is paying for a broadband connection to allow someone to work from home, iNet will not procure, but will configure the router before giving it to the staff member to connect, and support it there after.
4.6.4 Any day to day IT queries would need to be sent to the CSD in all instances as per normal office workers.
4.6.5 iNet will not visit the employee at their home address to resolve any such issues unless in a pre-authorised arrangement with the ____ iNet Director.
4.6.6 Please see the following iNet policies for further information:
4.6.7 ____ ____ Laptop Policy
4.6.8 Cost of ____ Devices Providing Mobile Internet Connectivity
4.6.9 Laptop User Guidelines
4.7 Reimbursement of telephone costs:
4.7.1 Reimbursement of charges for using the employee’s home telephone for calls or network connection must be made via the Company Business Expenses claim form procedure. All expense forms must include the relevant itemised bill.
4.7.2 When there is a written pre-authorised agreement allowing the employee to work from home the full cost of broadband, including installation, will be reimbursed. This will only apply whilst broadband is cheaper than any dial up connection and in order for this not to be subject to tax as a benefit in kind, must only be used for work purposes.
4.8 Insurance:
4.8.1 As working from home on a regular basis may affect the employee’s home insurance policies, employees should inform their insurance company before commencing with any agreement. If as a result the home insurance premium for either contents or buildings is increased, employees will be liable for such costs. Employees should also check that the terms of their mortgage allow for working from home.
4.9 ____ Stationery:
4.9.1 Any ____ stationery items which the employee will require in order to produce ____ work can be ordered via their local office and either collected by them or posted to their home address.
410 Attendance at any ____ offices:
4.10.1 Despite any pre-authorised home working arrangements if the employee is required to attend an ____ office for internal/external meetings, office briefings etc they will be given advance notice and expected to attend.
4.10.2 If the employee’s pre-authorised Working from Home agreement stems from the employee’s need to be working at home due to illness or disability then attendance at an ____ office will be reviewed on an individual basis.
4.11 Mileage:
4.11.1 If the employee has a pre-authorised agreement to work from home but the employee is required to visit a client, their local ____ office or another ____ office, then their business mileage can be claimed from their home base.
4.12 Ad hoc Working from Home
4.12.1 Any ad hoc working from home still requires pre-authorisation from the employee’s line manager.
4.12.2 Working from Home will only be possible if:
§ the employee has a company provided lap top
or
§ the employee has work which does not require the use of a computer and can be taken home
4.12.3 Occasions when this is likely to be approved would be under the following cirumstances:
§ the employee is required to work on a bid or project that requires self contained, dedicated effort and which could be completed more efficiently than at their normal place of work.
§ When the employee has a personal commitment which could accommodate a short term working from home arrangement.
Click Here To Download Work From Home Policy
Other Related Articles
Letter for Allowing an Employee to Work from Home
Request Letter/Email to Boss to Work from Home
Excuse Letter for Being Late at Work due to Traffic
Work From Home A Boon or a Bane