Posts tagged "Employee"

Contract Completion and Not Continue Further Letter Format in Word

Within the corporate understanding, contracts or agreements are said to be documentary notations required by officials to decide over specified working terms and conditions. The contractual agreements are created for a specific time period and needs renewal or expiry after that time slot. This is the reason that professionals make sure to communicate about the continuation or termination of the contract through proper emails or letters. This tends to be an amicable way of communicating business necessities to the other person for sure. Here is the format of the letter, which informs about unwillingness to continue with a company or particular profession on completion of the contract.

Date: February 27, 2018


Mr. Shailesh Malik,

Employee No: 2486

Sub: Non-renewal of the term contract

Dear Mr. Shailesh,

This letter is in reference to your contract with our company, Adroit Web Solutions Pvt. Ltd. We entered into a term contract for the requisite services from your end, which initiated on February 27, 2018 and terminates on February 28, 2019. As the respective contract is about to finish, the administrative decisions are explication of the fact that the company does not wish to continue with your high-end services. It is just a corporate decision taken by higher authorities without any negative intentions.

As a part of compensation, you will be paid till the last date of the contract as full and final settlement. Therefore, you are requested to handover the company laptop and mobile to the HR Manager and get clearance from the departments. On submission of the clearance details, you will be provided with a certificate on your last working day. Along with this, you will be given an experience certificate with details description of the responsibilities handled at Adroit Web Solutions Pvt. Ltd. This will help you in getting excellent opportunities and open ways for more job prospects.

The end of the contract does not mean that your journey to success has halted. In fact, this will make you progress on the path of brighter future. Though, the contract between you and our company has come to an end; still, we have retained your contact details in our record bank. As the requirement of the company persists in near future, we might contact you again for your valuable services. We wish you all the best in life and a prosperous career ahead.


Shreya Bansal

HR Manager

Click here to download Contract Completion and Not Continue Further Letter Format in Word

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Posted by Hrformats - February 27, 2018 at 5:56 AM

Categories: Letters   Tags: , ,

Writing a Warning Letter to Employee for Poor Attendance

Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding. The number of leaves he can avail will be mentioned to every employee explicitly. There is a process to apply for leave so that the management is aware of employee absenteeism. However rules are meant to be broken. Some employees take leaves as an when they like without any prior intimation or leave application. This will impact the work schedule and productivity of the company resulting in loss. Lack of punctuality will not get any success to an employee. Management warns and tries reprimand to bring discipline and punctuality in the employees in case of excess absenteeism. You can find a sample warning letter for irregular attendance here to warn the employee.

Sample Warning Letter to Employee for Poor/Excessive Attendance

To,                                                                                                                           Date: 21/02/2018

Pradeep Seth,

Employee ID: 7337556,

Designation: Production Supervisor,

Department: Production.

Sub: Warning Letter for Poor Attendance

Dear Mr. Pradeep Seth,

There has been an observation that you have taken leaves exceeding your casual, sick and paid leaves in the past Six months without any prior intimation to your manager. Despite of your manager warning you in the past, there is no change in your behavior.

Your behavior is a clear indication of negligence in performing your duty. You are hereby asked to submit an explanation on your absenteeism lateness to office within 2 days. Treat this as a final warning letter and any further in disciplinary action may lead to the serious action on you which may lead to termination.

Treat this issue as urgent and important. A copy of this letter will be kept in office file for future reference.

For Samyukta Company Pvt. Ltd

Authorized Signatory.

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Posted by Hrformats - February 21, 2018 at 1:35 PM

Categories: Warning Letter Format   Tags: , , ,

How to get a UAN number through a PAN/ Aadhar/ PF Account number

The universal account number (UAN) is given to every employee working in a registered company of India. UAN number is necessary for checking EPF balance. If UAN number is not known then UAN number can be obtained by registering in Unified Member Portal and EPFO Unified Portal. Every employee who is working in a registered company in India, makes some contributions from monthly income to provident fund. This PF amount is linked to unique account number by Employee. The employee has many benefits by saving in EPF. With the help of UAN, an employee can check the status of his EPF balance, transfer or withdraw the amount saved in PF. Sometimes the employee forgets his UAN and tries to get it from PAN or Aadhar card number He will have many questions and queries regarding how to get UAN from PAN.

Generate UAN Number From PAN & PF Number { Immediately }:

Every employee who works in registered office in India ill have PF account. He will be asked to submit his/her PAN number for taxation purpose. This PAN number will be linked to UAN number. If the linkage is not done, it is not possible to get UAN number. Usually the payroll department of the employer takes care of all this procedure.


Steps To Get UAN Number From PAN Number:


Step 1: Login to UAN member portal and select know your UAN status on home page.

UAN member portal and select know your UAN status

Step 2: You will get different options to get UAN through PAN or Aadhar card or PF number. Select PAN and enter PAN number and other details.

get UAN through PAN or Aadhar card or PF numbe

Step 3: Click on get authorization Pin, then you will receive OTP to the registered mobile number. Enter OTP and click on validate and get UAN.

receive OTP registered mobile number

Forgot UAN Number


There is every possibility that you may forget your UAN number. Then the question arises what to do.

1. If your UAN is activated, and you have updated your mobile number for provident number then you can give a missed call to this toll free number 011-22901406. EPFO will send all your credentials in SMS.

2. Your employer will definitely have your UAN number. Reach out to him and ask for UAN number.

3. Go to EPFO site. Under “Our services” option, click on for the employees option and then click on UAN helpdesk option. You will be directed to another page, where you have to define your problem, provide updated mobile number and PAN details. A OTP will be generated and sent to your mobile number, which has to be filled on the portal in the given space. You will receive an application id. EPFO will resolve your problem and will send UAN number and details to your mobile number.


How to Generate UAN Number

Every employee working in any registered company in India will have a UAN linked to his PAN card. If your company has not given or has not generated, you can generate UAN number yourself.

Step 1: Visit the official website of EPF Unified portal EPF Portal (

Step 2: Click on the establishment registration

Step 3: Fill up the complete form

Step 4: Enter words from Captcha

Step 5: Check the declaration and click on Registration button.

Step 6: You are done, the process is complete.


UAN Members EPFO Services Check UAN Status

Every employee can check the status of UAN online. Go to the EPFO portal. Select your state and provide the EPFO account number to check UAN status.


Employee UAN Number Download

Initially the UAN was allotted to all the EPF members. But subsequently the UAN is being allotted by the EPFO to the new members on the declaration of the employers. This list is available in UAN menu of OTCP. Employers have to download the list and pass on the UAN number to its employees. When the download UAN list button is clicked, a screen will appear and the employer can view and download the UAN in PDF format. There are five options given to the employer to download:


  1. UAN List (Ascending order of member ids)
  2. UAN list (Descending order of member ids)
  3. UAN list (order by UAN creation date)
  4. UAN list (for distribution to members)
  5. UAN list (for distribution to members)

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Posted by Hrformats - February 1, 2018 at 1:48 PM

Categories: Others   Tags: ,

5 Reasons You Need an Employee Time Clock for a Small Business

The old style of recording employee time sheet was using a sheet of paper and a pen. There was a time when employees were asked to record their entry, exit and break times. There was an old school of thought where punch card system was used. But the point is, are the employees recording their time accurately and honestly. Also the challenge is to turn this data into reports to use them for business decisions. Employee time clocks have resolved this issue for small businesses.

Five good reasons why a small business should have Employee time clocks are:

Time saving: The employee time tracking software automates thereby saving a lot of time for employees and for the HR department.

Human error: There are chances of under paying or over paying to an employee when time sheets are not calculated properly. There will be re-work which is a waste of time.

Save money: Time is money. If you save your business hours doing a productive job, you indirectly save a lot of money. You will also see a dollar reduction by using Time clock.

Reduce fraud: The manipulations involved in calculation of time either by employer or employee is eliminated.

Burden shift: The burden of calculation of the time sheet will be shifted from the employer to employer who will have to take the responsibility of entering individual data.

1. Employee Time Clocks Help You Save Time and Money

The employee time clock helps to save money and time by reduction of work. The data collection and calculations are automated. Elimination of human errors is possible with Time clocks. The employee fraudulent entries in time sheet calculation is eliminated. The employer need no keep running behind employees to fill the data. The responsibility shifts on the employee as he will be concerned with his salary. It is easy for management to identify issues relating to time in and time out calculations very soon.

2. Employee Time Clocks Are Fairer

The Time Clock & Employee Scheduling calculations are fairer than human calculations. The human element of bias, sympathy. The employee time clock does not have any feelings and it just follows the process. A sense of justice and responsibility also confers on the employees as they know they won’t be paid if they won’t work. They have to be physically present in the office to enter the data. The automated employee time clock can calculate better and also resolve issues like rounding off to the nearest while calculation. Rounding off to the nearest when done manually, has a human bias. But Time clock does it with precision and accuracy.

3. Employee Time Clocks Alert You to Attendance Issues

The time clock will generate reports, which will help you to identify timely issues in attendance before you take a business decision. When absenteeism increase at work place it impacts the employee morale. The employees who are present have to take the burden of additional work which creates resentment. When there is absenteeism, and there are ongoing projects, the productivity gets impacted. This will have impact on the cost factor too.

4. Employee Time Clocks Show You Real-Time Labor Costs

When you want to calculate the cost of labor, employee time clocks will give you accurate information. Hand written data can be inaccurate will have impact on cost of labor. You can have employee data to analyze the portion of labor which is costing more to the company. It is easy to identify the unproductive employees, and the employees who are doing over time. Labor tie and cost of labor can be compared with industry standards. The time clock helps to identify which employee time sheet is showing high despite of low production.

5. Employee Time Clocks Keep Payroll Accurate

The time clock will generate accurate payroll. This software takes into account the payroll policies while calculating the time sheet. The damage of costly errors is reduced with the help of this software. The time clock can integrate well into the existing payroll system, which reduces paper cost, processing cost, printing cost etc. These days the law has become more complex, it makes more sense to have an automated system than going through a tedious process.

Working Time Policy

 The normal work schedule for all employees is 8 hours a day, Sunday to Thursday.

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Posted by Hrformats - January 25, 2018 at 9:55 AM

Categories: Employee Benefits   Tags: , ,

Company Canteen Rates Hike Circular to Employee

Canteen in a company premises have been part of formal as well as informal discussions over coffee, tea or snacks. Employees get to spend a casual time in the premises, which is good for the enhancement of cognitive power. As known, the food quality of canteen is always delectable.  In fact, the circular put on the notice board is meant to inform employees about the increased rates of varied food items available in the canteen. The increased rates are a resultant of GST taxes over the purchase of raw materials used to cook a meal. Though, the rates are increased; they have been decided in conjunction with the authoritative permission of the company heads. Under mentioned is the circular format for employees informing about increased rates of canteen food products.

Dated: December 23th, 2017

Notice / Circular

This circular for change in canteen rates is meant to inform the employees that the food items in the canteen menu have been slightly increased. Such a decision has been taken by the canteen manager and administrative authorities by keeping in mind increased prices of raw materials and other products used for cooking meals in the canteen. The new rates for food items are subject to change from December 26, 2017. Along with this, every bill will have CGST and SGST levied on the total price.

We hope that the company employees will be supportive in the decision because of the hike in prices of vegetables and materials. For the updated rates, the employees can consult with the canteen manager and check the new menu that will be available in the canteen premises from day after tomorrow onwards.

Thank you very much in advance for your co-operation and taking the administrative decision in a favorable manner.


Rajesh Khandelwal

Admin Head

Click Here to Download Company Canteen Rates Hike Circular to Employee in Word Format

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Posted by Hrformats - December 23, 2017 at 12:30 PM

Categories: Letters   Tags: , , ,

Format for Employee Retention Letter For Notice Period

Usually companies include the clause of notice period in their offer letters. The purpose of including notice period is to get some transition time so that when the employee leaves, the work that was handled by him could be handed over to someone else. If the employee is really good then companies try to retain them by writing a formal employee retention letter with notice period. The idea is to have an extra time to find a better substitute and have important things accomplished during this duration.

We have come up with sample retention letter for notice period which can be used for writing a personalized letter.

Sample Format for Employee Retention Letter For Notice Period


Samantha Brown

HR Manager

Global Investments Ltd

New York

Date: 18.10.17


Robert Smith

45, Gold Oak Apartments

New York

Dear Robert,

This is in response to your resignation letter received on 28th September, 2017. We would like to bring to your notice that as per your offer letter, you cannot leave your job before serving the notice period of one month. And in case you do so then as per the policy of the Company, salary of one month will be deducted from your remuneration.

We would like you to stay with us for another one month and train Mr. Adam Jack for your profile. This would help him learn all the duties and responsibilities during this while and then you can move ahead with your new job.

For any further discussions, please feel free to write me a

Looking forward for your response.


Samantha Brown

HR Manager

Global Investments Ltd

Click Here to Download Employee Retention Letter For Notice Period

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Posted by Hrformats - October 18, 2017 at 5:44 AM

Categories: Employee Relations   Tags: , ,

Format for Tie Up Letter with Hospital for Employee First Aid Treatment

Companies which involve jobs with risky nature need to have tie ups with hospitals to address to the medical emergencies that might surface on a regular basis. In such a scenario, it is important to have a formal tie up the hospital to keep the process smoother and faster. You can do so by writing a proposal letter for tie up with hospital. With this kind of request letter to hospital, you can explain the need of tie up and go ahead with agreement format.

We have come up with tie up letter sample proposal which you can use to request first aid treatment for employees in a formal manner.

Sample Tie Up Letter with Hospital for Employee First Aid Treatment


Aaryahi Goyal


Zenith Constructions Pvt. Ltd.

A – 791, Bandra Reclamation, Mumbai

Date: 17th July, 2017


Advika Agarwal


Green World Hospitals

M. L. Dahanukar Marg


Dear Mr. Mars,

I would like to submit my request for tie up with your hospital for first aid treatment of our employees.

I would like to introduce my company Zenith Constructions Pvt. Ltd. We are into the construction business and we have over hundred workers working with us. Due to the nature of the business, we require first aid treatment for our employees time and again.

You are a prestigious name in the health industry and you have various setups across the city. Therefore, we would like to have a corporate tie up with your hospital to handle all the first aid treatments for our company.

If you are interested then please feel free to get in touch with me at 9898989898 so that we can discuss further on this subject.

Looking forward for your response.


Aaryahi Goyal


Zenith Constructions Pvt. Ltd.

Click Here to Download Format for Tie Up Letter with Hospital for Employee First Aid Treatment


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Posted by Hrformats - July 27, 2017 at 1:07 PM

Categories: Employee Relations   Tags: , ,

Warning Letter to Employee Taking Leave Without Handing Over Work

Organizations often face problems when employees go on leaves without handing over their work to their co-workers. In this case, it becomes extremely difficult for others to work as they have no idea of the work in progress. In such a scenario, writing a warning letter to the concerned employee on this issue is the professional thing to do.

Given below is a sample draft of warning letter to the employee who has gone on leaves without work handover. Use this template to create your letter.

Warning Letter to Employee Gone on Leaves Without Work Handover


Harish Rana

Marketing Manager

Sinha Group of Companies

52 Gulmohar Lane


Date: 30.05.2017


Amit Tandon

H-52/A, Welengkar Apartments

Greater Kailash


Dear Amit,

You had gone for a long leave starting from 20th April, 2017 to 20th May, 2017. As it was a month-long leave, it was very much a part of your duty to hand over your work to your team members. It was quite disappointing to know that you went on the leaves without giving any brief on the projects that you were handling.

Being a part of the organization, we are sure that you are aware that during one’s absence from work, company cannot afford to put any work on hold. And any work loss because of non-handing over of work is a serious act. Department of Marketing, therefore, will look into this act with complete seriousness because it had led to many delays in the work.

We would like to warn you that if in future you repeat this behavior then the company will be compelled to take hard actions against you. You must understand that you are a team leader and you must work to set good examples for others to follow. Please consider this letter as the final warning as we would not appreciate such irresponsible behavior in our organization.


Harish Rana

Marketing Manager

Sinha Group of Companies


Writing a Warning Letter to Employee for Poor Attendance
Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding.

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Posted by Hrformats - May 30, 2017 at 8:05 AM

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Address Proof Letter for Employee

There are various reasons for which an employee might require the proof of his address to submit as an important document for official purpose. Being the HR of the company, you might need to frame a formal address proof letter for an employee of your company.

Here is a sample address proof letter for employee which you can use for creating a personalized letter. This example contains all the essential details that should be a part of a perfect letter.

Sample Address Proof Letter for Employee


To Whomsoever it may concern


This is to confirm that ­­­­Mr. Richard Brown is working with ABD Bank Pvt. Ltd as Relationship Manager. According to the records of the company, he has been associated with the organization since 25th November, 2012. We would also like to confirm that the present address of ­­­­Mr. Richard Brown is “15 A, IX Block, Harrison Residence Society, New York” as per the Employee Records of the company.


Samantha Smith

HR Manager

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Posted by Hrformats - August 26, 2016 at 11:35 AM

Categories: Letters   Tags: ,

Warning Letter or Memo To Employee

Every company has some employees which fail to adhere to the rules and regulations of the organization and in order to control this deviation, company has to write formal warning letters to such employees highlighting this mistake and warning them for correcting their actions.

If being the manager of your company you also have to write professional warning letters or memo to your employee then use this sample template to create a customized formal letter with important details.

Format for Warning Letter or Memo To Employee

Julia Mars

HR Manager

ABC Corporation Pvt. Ltd.

11, Park Avenue,

New York

Date: 18th April, 2016


Mathew Jacob

42 Richmond Street,

New York

Sub: Warning Letter

Dear Mathew,

This is to bring to your notice that the last month you have proceeded on leave without any prior permission from your supervisor. Such an action is considered as gross negligence of duties and is completely unprofessional in capacity of your profile.

As per company’s policy, remaining absent from duties without prior information is a misconduct and attracts strict action. You are advised to take this warning seriously and make sure that such an action is not repeated in future.

You are advised to submit a formal written explanation on your uninformed and unauthorized leaves on receiving this letter or once you resume your work.

Consider this letter as urgent and respond as soon as possible.


Julia Mars

HR Manager

ABC Corporation Pvt. Ltd.


Writing a Warning Letter to Employee for Poor Attendance
Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding.

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Posted by Hrformats - April 18, 2016 at 12:54 PM

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