Navigating Appointment Letter Issues and HR Management Challenges in a Small Company Setting

I am working in a private limited company since the past two months. Till now, I haven't received my appointment letter (original hard copy) from them. I did receive the soft copy before joining the company, but there were many errors (e.g., name not written, joining date not written, etc.) in the letter which I had noticed and needed to be rectified. I keep on asking them, but they (HR & MD) just keep postponing it. Please guide me; I am really worried.

Hi Puneet,

Please explain what they say when you ask for a letter? Ask HR for a reasonable timeline within which they should give you the letter.

When I ask the receptionist (who is the HR), she gives vague excuses like "I'll give it to you tomorrow," but that tomorrow never comes for her. I asked her again yesterday, and she said it has already been given to the Sir (MD). When I asked the MD, he said he would ask the receptionist. Today, I asked the receptionist again, and she claimed she had already given it to the Sir. This has been the situation for the past two weeks, and it's frustrating for me.

Dear Punter,

Please complain to your MD that it has been more than two months since you joined, and HR has not provided you with a letter. Also, inform him that the soft copy of the letter contained numerous errors such as the date of joining, etc.

Nitu

@Nitu: I did tell him a long time back. Even after that, I still didn't receive anything from the MD. I asked him yesterday to give me the letter, but he didn't. He said he would ask the receptionist. I asked the receptionist, and she said I don't have it; it is with Sir. You'll have to collect it from him. I can't do anything. That's what she says.

Tell the receptionist that as HR, it's her responsibility, not yours, to get your letter signed from the MD and then hand it over to you. She may say, "I have given it to the MD, but he has not signed and returned it." In response, instruct her to follow up with the MD at least thrice a day until the letter is signed. In essence, whether through gentle persuasion or assertiveness, make her understand that it is her duty to provide you with the signed letter, and any necessary follow-up should be carried out by her.

It is possible that you may engage in a heated argument with her, but proceed with it.

Nitu

Dear Punter,

You may or may not receive the appointment order. Leave it. While you are on the job, look for a good change. These types of company MDs and HR won't help you with anything. It's better to try to get a job in some MNCs.

All the Best!

Regards,
Venkat

@Nitu: I'll try again tomorrow...hopefully I don't get into an argument with her. Even for small matters, she argues and starts screaming at the top of her voice. Anyways, thank you so much for your advice. I appreciate it :)

@venkat: I hope I get it; otherwise, it's a waste of 2 months for me. I am not going to leave them that easily.

Two pieces of advice:

1. Don't get into a fight with your manager at any cost.
2. When dealing with HR, keep your voice down. If she raises her voice, calmly inform her that you prefer not to be spoken to loudly.

Nitu

Punter, how strong is your company (as in employee strength)? Are there any seniors, mentors, or experienced people in the firm who could help advise you in this regard? This would be the best option. Else, if you insist on getting an Appointment Letter (which is your right), do it as smoothly as possible. Break the ice with a white lie... pretend there is some function in your home and you distribute sweets to your MD/HR and some more colleagues. By now, you would have witnesses that you were working here. Maybe this would trigger your boss to recollect and say, "Ah... he is in my company," and may give you your Appointment Letter. Simultaneously, keep collecting/amassing evidence for your employment in the company, considering if the company claims otherwise, you are safe. If all options fail, find another job and only then exit smoothly (try not to roughen up).

@ Business partner: It's a very small company, not an MNC, around 10-12 employees (only office staff); the rest are all workers who work at the site. There's no one in this office whom I feel I can go to and share my problems. There's too much politics over here, not liking it one bit.

@ Nitu, Business partner, shaikibrahim_jabarulla

Yesterday, when the receptionist (who is the HR) handed the appointment letter to me, she made the same mistake. In any formal letter, the name of the person to whom you're addressing it should be written. She did write my name and address on the top left-hand corner of the letter, but below the address, she only wrote "Dear," without including my name after "Dear." When I told her about this, she said I wrote it once, no need to write again. I mean, come on, I told her twice, and she is not ready to accept her fault. Later, she's telling me, "You can't do the work properly," and on top of that, she says, "You come and do it then." I really felt bad; I didn't do anything wrong, and she shouts at the top of her lungs. Immediately, I went to the MD's cabin and told him about this. You won't believe what he said, "Why are you crying for small matters?" Small matter...damn, it's an appointment letter; it's the proof to show that I worked in your company. He then said, "Okay, you tell her to do the corrections." So I went back to the receptionist and told her the same.

It's been going like this for a long time. Having joined this company, I am regretting it. :(

If they are both playing a blame game, then it is really of no use. Try to look for another company in the meantime. Give a notice period and in the meantime get your appointment letter. If they are unprofessional, then let them be. While serving your notice period, try to mend things right so that no other employee gets treated the way you were.

Simply send them an email highlighting the errors in the offer letter and enclose the offer letter as well.

Next, enumerate all the steps you took in trying to follow up with both the MD and HR. If possible, mention dates and timings if you remember or have noted them.

Are they paying your salary on time? Are you receiving all the stipulated benefits too? How is your job content? Is it challenging and progressive?

The way you have mentioned your organization's HR being handled by a Receptionist, it appears to be a very small organization. Many small establishments do not provide appointment letters; they don't even offer letters. When the receptionist handles HR tasks, it indicates that she is more of a typist than a true HR professional. Your MD, as the real HR, may not be able to handle everything on her own.

Just verify if they have issued letters to other employees. If no one else has received a letter, then they may not provide you with one as well.

T. Sivasankaran

@svsrana: Sir, I have informed both the MD and receptionist about it, but they are taking their own sweet time. I reminded the receptionist again today, and she said she'll give it by this evening - a 5-minute job that she's taking so long to complete.

@T Sivasankaran: I agree with your point, sir. However, if the receptionist has been given the tag of an HR, she should perform her duties accordingly - whether as HR or receptionist.

I really don't know what to say... I got my letter just now, and believe it or not, she's made another mistake. Now, if I go and tell her again, she'll scream...

Y don't u talk to the other employees of your company? How did they get their appointment letter? There might be a way. And if the receptionist keeps on telling you that the letter is with the MD, just ask her politely to walk with you to the MD's cabin. There, face to face, discuss... everything will be clear.

Hahaha, persistence pays.

A small piece of thought, next time you decide to join somewhere, use online networks to find out what's going on there. The one without any online information is not worth joining either way.

God bless.

I would like to know how much time it takes (in months) to transfer the PF (Provident Fund) account from one company (ex-company) to another (current company) because the HR here says it takes quite a long time, maybe 4-6 months or even a year. Is it true?

Also, after the Appointment letter episode, which took them 2 months to give me the letter, should I ask them for a probation letter? My probation period of 3 months is already completed, and so far, no confirmation has come from them regarding whether they require my services in this company. Please guide.