Personnel Letters


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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.
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Personnel Letters

  1. 1. PERSONNEL LETTERSChapter 14
  2. 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 informingthem that the post has been filled, so that they may not keep waiting Chapter 17
  3. 3. Letters given by the employer to the employee are legaldocuments. Date of appointment, of taking charge of the post, ofconfirmation, 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. 4. An appointment letter must contain:i) Name of the postii) Scale of pay and rate of incrementiii) Basic salary to be given to the particular personiv) Allowances applicablev) Date on which the person is expected to take charge of the Provident fund, or pension and gratuity benefits applicable to the postvii) Period of probationviii) Period of termination notice Chapter 17
  5. 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 attendanceregister, leave register, or the actual work done by the employee to indicate that there is documentary evidence of fault. Chapter 17
  6. 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 isimprovement increments or promotion may be withheld Chapter 17
  7. 7. Termination service may beinvoluntary like lay-off/discharge or voluntary like resignation/retirement Chapter 17
  8. 8. The decision of lay-off is taken only after careful analysis of alternatives, like retraining, and transfer optionsIt is done owing to a loss of business, restructuring or recognition or other business requirement Chapter 17
  9. 9. The decision of lay-off is taken only after careful analysis of alternatives, like retraining, and transfer optionsIt is done owing to a loss of business, restructuring or recognition or other business requirement Chapter 17
  10. 10. If an organization finally decides to lay-off employees, all rules, procedures andcontract obligations are strictly followed. Chapter 17
  11. 11. Each lay-off may be considered separately on the basis of the employees seniority, contractterms, transitional support needs, etc. Chapter 17
  12. 12. It may offer to write testimonials,recommendations, or give other assistance in theemployees efforts to find another position. Chapter 17
  13. 13. It includes date of relieving, name of the post held, reason oftermination, and information about payment dues. An expression ofregret, and appreciation of services is necessary Chapter 17
  14. 14. Proper documentation is essential to ensure that the dismissal is legally tenable. A confirmed employees service can beterminated 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. 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 employees personnel file • Notice of right to appeal the dismissal Chapter 17
  16. 16. Resignation/retirement: The letter ofresignation 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. 17. When the employee leaves, a relieving letter is given to the employee. Acceptance ofresignation includes an expressionof appreciation of contribution and good wishes for the future Chapter 17