Recruitment & Joining Checklist
Find attached a recruitment & joining checklist. Kindly go through it and let me know if anything else can be added to it during the recruitment & joining of a candidate.
HUMAN RESOURCE DEPARTMENTRECRUITMENT AND JOINING -CHECKLIST |
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| NAME : LEVEL / GRADE: | |||
| BU / DEPT : LOCATION : | |||
| DATE OF JOINING : REPORTING TO : | |||
| S.L | PROCESS | Y/N | COMMENTS |
| 1 | MANPOWER REQUISITION FORM | ||
| 2 | INTERNAL MOBILITY POLICY– ( POSITION ON MAIL ) | ||
| 3 | SPEAK TO CONSULTANTS | ||
| 1- DESIGNATION | |||
| 2 – CTC | |||
| 3- PLACE OF POSTING | |||
| 4- JOB PROFILE / JOB DESCRIPTION | |||
| 5- CHECK IF INTERVIEWED EARLIER BY THE ORGANISATION | |||
| 4 | INTERVIEW | ||
| 1- CV | |||
| 2- INTERVIEW ASSESMENT FORM | |||
| 3- WRITTEN TEST / GD | |||
| 5 | COMPANY APPLICATION FORM FOR EMPLOYMENT ( COMMENT OF HR & INTERVIEW PANEL ) | ||
| DOCUMENTS TO BE SUBMITED : ( BY THE CANDIDATE IN CASE SHORTLISTED / FINALISED ) | |||
| 1- CURRENT CV | |||
| 2- PREVIOUS COMPANY APPOINTMENT LETTERS | |||
| 3- RECENT SALARY SLIP | |||
| 4- ALL EDUCATIONAL CERTIFICATES | |||
| 5- PHOTOS (PASSPORT SIZE) 4 NOS. | |||
| 6- PHOTO IDENTITY / RESIDENTIAL PROOF (OUTSTATION CANDIDATE) | |||
| 6 | REFERENCE CHECK | ||
| 7 | CV SENT FOR INVESTIGATION | ||
| 8 | SALARY FITTMENT ( SENT TO THE CANDIDATE FOR APPROVAL ) | ||
| 9 | OFFER LETTER ISSUED | ||
| DATE OF JOINING ( CHECKED WITH THE CANDIDATE ) | |||
| 10 | MEDICAL CHECKUP ( REPORT FILED IN PERSONAL FILE ) | ||
| 11 | DUTY JOINING REPORT, SIGNED OFFER LETTER & INVESTIGATION COPY ( TO BE FILED IN THR PERSONAL FILE OF THE EMPLOYEE ) | ||
| DUTY JOINING REPORT ( TO BE FILLED / SUBMITTED BY THE JOINEE ): | |||
| 1- DUTY JOINING FORM | |||
| 2- FORM 11 | |||
| 3- FORM 2 ( NOMINATION AND DECLARATION FORM FOR EPF &EPS ) | |||
| 4- FORM 13 ( APPLICATION FOR TRANSFER OF EPF ) | |||
| 5- FORM F ( NOMINATION FOR GRATUITY ) | |||
| 6- DEATH RELIEF SCHEME ENROLMENT FORM | |||
| 7- GROUP HEALTH INSURANCE SCHEME | |||
| 8- APPLICATION FOR MEDICLAIM ID CARDS | |||
| 9- FORM FOR EMPLOYEE ID CARD | |||
| 10- ACCEPTED RESIGNATION COPY / RELIEVING LETTER | |||
| 11- REQUISITION FORM FOR E-MAIL ID | |||
| 12- CHECK / OPEN SALARY BANK ACCOUNT | |||
| 13- ESI | |||
| 14- PAN NO. | |||
| 12 | JOINING OF CANDIDATE | ||
| 1- WELCOME NOTE ( EMAIL ) | |||
| 2- INDUCTION SCHEDULE ( A 15/30 DAY SCHEDULE ) | |||
| 3- ARRANGE OPENING UP OF SALARY BANK ACCOUNT | |||
| 4- EMPLOYEE ID CARD | |||
| 5- INDUCTION MANUAL / INFORMATION HANDBOOK | |||
| 13 | RELIEVING LETTER OF PREVIOUS COMPANY | ||
| 14 | APPOINTMENT LETTER ISSUED | ||
| 15 | ENTRY IN HR PROFILE / REGISTER | ||
| 16 | CONTACT NO. UPDATED IN COMMUNICATION LIST | ||
| 17 | UPDATE EMPLOYEE DETAILS IN HR PROFILE / ATTENDANCE REGISTER | ||
| 18 | CONSULTANT REIMBURSEMENT: | ||
Click Here To Download Recruitment & Joining Checklist
Other Related HR Letter Formats
Email to HR Asking for Joining Date
Email Format for New Employee Joining Announcement to Related Departments
Announcement Letter Of New Employee Joining
New Joining forms formats
Request to Change Joining Date on Job Offer
Address Proof Letter Format Date Of Joining
Employment Joining Letter Format For Employee
Categories: HR Tags: &, Checklist, Joining, Recruitment
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:
New Joining forms formats
I have Attached New Joining forms formats
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Karamtara Group of Companies
(Corporate Office)
Name : ___________________________________________
Father’s Name : ___________________________________________
Designation : ___________________________________________
Address : ___________________________________________
___________________________________________
Date of Joining : ___________________________________________
PERSONAL DATA FORM
FULL NAME _________________________________________________________________________
DATE OF BIRTH ___________________ WEIGHT __________________ HEIGHT _____________
POSTAL ADDRESS __________________________________________________________________
____________________________________________________________________________________
PERMANENT ADDRESS _____________________________________________________________
____________________________________________________________________________________
CONTACT # ___________________________
FAMILY DETAILS
| NAME | AGE / SEX | RELATION | OCCUPATION |
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EDUCATION QUALIFICATION (Start with School Leaving Certificate or Equivalent)
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QUALIFICATION |
UNIVERSITY / INSTITUTE |
YEAR OF
PASSING |
%
MARKS |
MAJOR SUBJECT |
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EXPERIENCE (CHRONOLOGICAL ORDER EXCLUDING LAST POSITION)
Attach separate sheet(s), if required
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ORGANISATION
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PERIOD |
DESIGNATION |
JOB RESPONSIBILITY |
DESIGNATION OF IMMEDIATE SUPERIOR |
GROSS SALARY DRAWN |
REASON FOR LEAVING |
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LAST POSITION HELD |
AT THE TIME OF JOINING | |||||
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LAST POSITION HELD
REPORTING TO: NAME _________________________DESIGNATION_______________________
TOTAL GROSS SALARY PER MONTH _________________________________________________
CASH BENEFITS
BASIC___________DA____________HRA____________LTA____________MEDICAL____________
CONVEYANCE ____________________OTHERS ____________________TOTAL_______________
NON-CASH BENEFITS
PROVIDENT FUND_______S.A._______GRATUITY_________OTHERS________TOTAL_______
REFERENCE: NAME & ADDRESS OF ATLEAST TWO REFERENCES NOT RELATED TO YOU
- _______________________________________________________________________________
- _______________________________________________________________________________
ADDITIONAL INFORMATION
Ø Languages Known: ______________________________________________________________
Ø Your Hobbies: __________________________________________________________________
Ø Your Interests: __________________________________________________________________
Ø Are you related to any of our employees? If Yes his/her Name: _____________________
Ø Membership of any Professional Institution/Association: __________________________
_______________________________________________________________________________
Ø Any Specialized Training/Training Program attended: ___________________________________
Ø Any Other information/Suggestion: __________________________________________________
EMERGENCY DETAILS
Ø Blood Group: ________________
Ø Allergic To: _________________________
Ø Blood Pressure: ______________
Ø Eye Sight: Left: ________ Right: ______________
Ø Any Major Illness:
_______________________________________________________________________________
Ø Contact Person in case of Emergency:
_______________________________________________________
Ø Address: _______________________________________________________________________________
_______________________________________________________________________________
Ø Phone #: ________________________
ATTACHMENTS
Please attach:
1. Photocopies of all relevant certificates / degree mark sheets etc.
2. Proof of Birth
3. Experience Certificate from Previous employer.
4. Relieving letter from Previous employer.
5. Photocopy of Passport
6. PAN No.
| No | Documents | Submitted | Will submit on |
| 1 | |||
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DECLARATION
I DECLARE THAT THE INFORMATION GIVEN, HEREIN ABOVE, IS TRUE & CORRECT TO THE BEST OF MY KNOWLEDGE & BELIEF & NOTHING MATERIAL HAS BEEN CONCEALED. I UNDERSTAND THAT THE ABOVE INFORMATION IN FOUND FALSE OR INCORRECT, AT ANY TIME DURING THE COURSE OF MY EMPLOYMENT, MY SERVICES WILL BE TERMINATED FORTHWITH WITHOUT ANY NOTICE OR COMPENSATION.
DATE: _______________________ _________________________________
PLACE: _______________________ SIGNATURE OF APPLICANT
New Joining forms formats
I Have Attached New Joining forms formats
|
Karamtara Group of Companies
(Corporate Office)
Name : ___________________________________________
Father’s Name : ___________________________________________
Designation : ___________________________________________
Address : ___________________________________________
___________________________________________
Date of Joining : ___________________________________________
PERSONAL DATA FORM
FULL NAME _________________________________________________________________________
DATE OF BIRTH ___________________ WEIGHT __________________ HEIGHT _____________
POSTAL ADDRESS __________________________________________________________________
____________________________________________________________________________________
PERMANENT ADDRESS _____________________________________________________________
____________________________________________________________________________________
CONTACT # ___________________________
FAMILY DETAILS
| NAME | AGE / SEX | RELATION | OCCUPATION |
EDUCATION QUALIFICATION (Start with School Leaving Certificate or Equivalent)
| QUALIFICATION | UNIVERSITY / INSTITUTE | YEAR OFPASSING | %MARKS | MAJOR SUBJECT |
EXPERIENCE (CHRONOLOGICAL ORDER EXCLUDING LAST POSITION)
Attach separate sheet(s), if required
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ORGANISATION
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PERIOD | DESIGNATION | JOB RESPONSIBILITY | DESIGNATION OF IMMEDIATE SUPERIOR | GROSS SALARY DRAWN | REASON FOR LEAVING | ||
| FROM | TO | LAST POSITION HELD | AT THE TIME OF JOINING | |||||
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LAST POSITION HELD
REPORTING TO: NAME _________________________DESIGNATION_______________________
TOTAL GROSS SALARY PER MONTH _________________________________________________
CASH BENEFITS
BASIC___________DA____________HRA____________LTA____________MEDICAL____________
CONVEYANCE ____________________OTHERS ____________________TOTAL_______________
NON-CASH BENEFITS
PROVIDENT FUND_______S.A._______GRATUITY_________OTHERS________TOTAL_______
REFERENCE: NAME & ADDRESS OF ATLEAST TWO REFERENCES NOT RELATED TO YOU
- _______________________________________________________________________________
- _______________________________________________________________________________
ADDITIONAL INFORMATION
Ø Languages Known: ______________________________________________________________
Ø Your Hobbies: __________________________________________________________________
Ø Your Interests: __________________________________________________________________
Ø Are you related to any of our employees? If Yes his/her Name: _____________________
Ø Membership of any Professional Institution/Association: __________________________
_______________________________________________________________________________
Ø Any Specialized Training/Training Program attended: ___________________________________
Ø Any Other information/Suggestion: __________________________________________________
EMERGENCY DETAILS
Ø Blood Group: ________________
Ø Allergic To: _________________________
Ø Blood Pressure: ______________
Ø Eye Sight: Left: ________ Right: ______________
Ø Any Major Illness:
_______________________________________________________________________________
Ø Contact Person in case of Emergency:
_______________________________________________________
Ø Address: _______________________________________________________________________________
_______________________________________________________________________________
Ø Phone #: ________________________
ATTACHMENTS
Please attach:
1. Photocopies of all relevant certificates / degree mark sheets etc.
2. Proof of Birth
3. Experience Certificate from Previous employer.
4. Relieving letter from Previous employer.
5. Photocopy of Passport
6. PAN No.
| No | Documents | Submitted | Will submit on |
| 1 | |||
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| 3 | |||
| 4 | |||
| 5 | |||
| 6 |
DECLARATION
I DECLARE THAT THE INFORMATION GIVEN, HEREIN ABOVE, IS TRUE & CORRECT TO THE BEST OF MY KNOWLEDGE & BELIEF & NOTHING MATERIAL HAS BEEN CONCEALED. I UNDERSTAND THAT THE ABOVE INFORMATION IN FOUND FALSE OR INCORRECT, AT ANY TIME DURING THE COURSE OF MY EMPLOYMENT, MY SERVICES WILL BE TERMINATED FORTHWITH WITHOUT ANY NOTICE OR COMPENSATION.
DATE: _______________________ _________________________________
PLACE: _______________________ SIGNATURE OF APPLICANT
Click Here TO Download Joining Form
Other Related HR Letter Formats
Culmination Letter of New Hiring
Email to HR Asking for Joining Date
Email Format for New Employee Joining Announcement to Related Departments
Announcement Letter Of New Employee Joining
Recruitment & Joining Checklist
Request to Change Joining Date on Job Offer
Address Proof Letter Format Date Of Joining
Employment Joining Letter Format For Employee
Joining Letter
I have attached the letter format of Joining the job along with the list of terms and conditions of company.
Joining Letter
BDEL/HRD/ / 2007-08 ______ DATE
___________
___________
___________
(NAME AND ADDRESS OF EMPLOYEE)
Dear Madam,
Sub: Appointment as ________ (DESIGNATION
It has been decided to appoint you in the post of Manager (at the basic of Rs.______/- p.m. on the following terms and conditions:
1) Pay: Your starting basic pay will be fixed at Rs. _____/- P.M. in the pay scale of – Rs.____ – 1000 – _____.
2) Allowances:
a) House Allowance: Payable at the rate of % of the basic pay.
b) Children Educational Allowance – Rs. /- per month.
c) Meal/Lunch Subsidy – Rs. Per day (For the number of days present)
d) One gift/ gift voucher (not convertible into cash) per year for value not exceeding Rs. /-.
E) Professional Up gradation Allowance – Rs/- per year.
f) LTC/LFC – Rs. /- per year.
g) Mobile Telephone – Payment of rent and usage for the official calls with a facility for one additional local number of choice which will be paid by the company on submission of bills in the manner as may be required by the company or Rs./- towards prepaid card facility.
3) Provident Fund: You will be required to contribute to the Provident Fund in accordance with the Provident Fund Regulations, in force in accordance with the Employees’ Provident Fund and Miscellaneous Provisions Act, 1952. The rate of your contribution is 12% of the basic pay presently.
4) Probation and Confirmation: You will be on probation for a period of six months (extendable up to one year at the discretion of the Company) from the date of your appointment. You will be considered for confirmation in the Company’s service if the Company is satisfied with reference to your overall work/performance and conduct during the period of probation.
During the first month of your probationary period, you shall be liable to be discharged without assigning any reasons at one day’s notice or pay in lieu thereof and thereafter at one month’s notice or pay in lieu thereof from either side.
5) Posting and Liability for Transfer: Initially you shall report for appointment at Mumbai and thereafter your place of posting would be decided based on the need of the Company. Your services in the Company are transferable anywhere in India/ abroad and you shall serve the Company and all the conditions of your employment with your employment in the company in its business in such capacity and at such place as you may from time to time be directed.
6) You will be governed by the Company’s Rules relating to conduct, discipline and all the conditions of employment etc. that are applicable or may become applicable from time to time to the employees of the Company.
7) You should produce sufficient proof of date of birth and educational qualifications (i.e. original mark lists & certificates along with photo copies thereof).
8) This appointment is subject to you being medically found fit for the aforesaid appointment by the Company for which you will have to undergo a medical check up as decided by the Company and the decision of the Company on the Name of the Doctor/ Venue and the medical report will be final. A separate communication is being sent to you by the undersigned.
9) Your continuation of appointment will be subject to your furnishing such other information as the Company may require from time to time and subject to your services being acceptable in the light of the information furnished and documents provided from time to time.
10) If any declaration, statement or information given by you is at any time found to be false or untrue, or if any material information is suppressed, your services are liable to be terminated forthwith without any notice or compensation in lieu thereof.
11) If after you join the Company’s service, it comes to the notice of the Company that you had prior to joining the Company’s services committed any act of misconduct, your services are liable to be terminated forthwith without any notice or compensation in lieu thereof, or if your services are not so terminated, you shall be liable to disciplinary measures and any penalty that may be imposed by the Management.
12) No traveling allowance will be paid to you on account of your journey undertaken for joining the services of the company for this appointment.
13) Be it clearly understood that no benefit of past service or any other similar benefit of any previous employment, in whatever form & manner it may be, shall be available to you in this employment being offered pursuant to this letter.
If the above terms and conditions are acceptable to you, please return the duplicate of this letter duly signed in token of your acknowledgement and having accepted all the terms and conditions mentioned herein. You are also advised to report for appointment at the Company’s Office address not later than _______ (DATE).
If we do not receive your acceptance on this letter of appointment before ______ (DATE OF JOINING), it will be construed that you are not interested in accepting this offer and the same shall stand automatically withdrawn, without any further reference to you. Similarly, if you do not report for duty by the aforesaid date _____(DATE OF JOINING), it will be construed that you are not interested in accepting this offer and the same shall stand automatically withdrawn, without any further reference to you.
I wish you all the very best and wish all success in your tenure with the company.
Thanking you,
Yours faithfully,
Himani Agarwal
Manager HR
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.
Click Here To Download Employee Documents (Joining to Leaving)
Categories: HR Policies Tags: Documents, Joining, Leaving