A letter calling for interview should have details such as place, post and date of the interview. After the interview a selected person is asked to come to the office to collect the letter and those not selected are informed that the post is filled. Then comes appointment letters. They should contain details such as Name of the post scale of increment and the rate of increment, basic salary, allowance, date of joining, provident fund, gratuity, probation and date of termination. In case of voluntary termination the employee receives a relieving letter which has a message of appreciation of contribution and good wishes for the future. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/ZEcPAc

1. PERSONNEL
LETTERS
Chapter 14

2. Applicants are selected on the basis of the presentation of the
application, qualifications and qualities. The letter mentions
the applications, the name of the post, and the place, date
and time of the interview. After the interview, the selected
candidate is informed by a letter and asked to report at the
office to take the appointment letter. Other candidates who
were interviewed but not selected are sent a letter informing
them that the post has been filled, so that they may not keep
waiting
Chapter 17

3. Letters given by the employer to the employee are legal
documents. Date of appointment, of taking charge of the post, of
confirmation, promotion, resignation, termination of service, etc.
are an important deciding factor in computing the amount due
to the employee when the appointment comes to an end. It is
advisable not to sign the acceptance of any letter until the
details of the appointment letter are examined and found
satisfactory
Chapter 17

4. An appointment letter must contain:
i) Name of the post
ii) Scale of pay and rate of increment
iii) Basic salary to be given to the particular person
iv) Allowances applicable
v) Date on which the person is expected to take charge of the post.
vi) Provident fund, or pension and gratuity benefits applicable to the
post
vii) Period of probation
viii) Period of termination notice
Chapter 17

5. A warning memo is given in confidence to an
employee whose work is unsatisfactory or who
violates rules and regulations, or behaves in an
undisciplined manner. The letter must refer to
records or registers such as the attendance
register, leave register, or the actual work done by
the employee to indicate that there is
documentary evidence of fault.
Chapter 17

6. A written memo is never issued without
previous oral warning.
Its not a threat or dismissal from service; it
states firmly that better work/behavior is
expected, and that unless there is
improvement increments or promotion may
be withheld
Chapter 17

7. Termination service may be
involuntary like lay-off/discharge
or voluntary like
resignation/retirement
Chapter 17

8. The decision of lay-off is
taken only after careful
analysis of alternatives, like
retraining, and transfer
options
It is done owing to a loss of business, restructuring or
recognition or other business requirement
Chapter 17

9. The decision of lay-off is
taken only after careful
analysis of alternatives, like
retraining, and transfer
options
It is done owing to a loss of business, restructuring or
recognition or other business requirement
Chapter 17

10. If an organization finally
decides to lay-off employees,
all rules, procedures and
contract obligations are strictly
followed.
Chapter 17

11. Each lay-off may be considered
separately on the basis of the
employee's seniority, contract
terms, transitional support needs,
etc.
Chapter 17

12. It may offer to write
testimonials,
recommendations, or give
other assistance in the
employee's efforts to find
another position.
Chapter 17

13. It includes date of relieving, name
of the post held, reason of
termination, and information about
payment dues. An expression of
regret, and appreciation of services
is necessary
Chapter 17

14. Proper documentation is essential to ensure
that the dismissal is legally tenable. A
confirmed employee's service can be
terminated only after inefficiency, negligence or
malpractice is definitely proved.
A charge-sheet, followed by an inquiry is the required procedure
before terminating a confirmed employee
Chapter 17

15. The body of the letter has 4 parts:
• Identify the letter as a termination notification and
give the reason of issuing the letter
• Summary of facts supporting the disciplinary action
• Notification that the letter will be placed in the
employee's personnel file
• Notice of right to appeal the dismissal
Chapter 17

16. Resignation/retirement: The letter of
resignation indicating the last day of work is
usually to be submitted to the immediate
supervisor and a copy is forwarded to the
HR department. An exit interview is
scheduled when a resignation letter is
received
Chapter 17

17. When the employee leaves, a
relieving letter is given to the
employee. Acceptance of
resignation includes an expression
of appreciation of contribution and
good wishes for the future
Chapter 17