Guidelines for Issuing Offer Letters and Validating Signatures on Company Letterhead

Hi Senior,

I need your help on an urgent basis. Actually, I have joined a newly started company as an HR executive, and in that organization, there is no other HR personnel. I need to take care of all HR activities. However, the problem is I have issued an offer letter to one employee, but she is saying that as an HR executive, my signature may not be valid. The employee suggests that either the Director's signature or the HR Head's signature should be on the offer letter. But I am not an HR Head; I am working as an HR Executive. Will my signature be considered valid on the offer letter?

Please guide me as I need your help.

Regards,
Nish

Your signature is also valid, but as you have just started the organization, it is advisable to release the offer letter with the Director's signature. This will clear any doubts new employees may have regarding your company's position and their job security with you.

More clarity on the subject from senior members will be helpful. All the very best. Thanks

Thank you very much, but I have another query as well. I have emailed them the offer letter. Do I need an acceptance letter or email from their side, or should I consider my job of issuing the offer letter to them completed?

Secondly, according to my company, the offer letter contains all the necessary information, making it a type of appointment letter. However, the issue arises regarding whether I should print all pages of the offer letter on the company's letterhead or just the first page on the letterhead and the rest on simple white paper.

Regards, Nishat

Yes, you must ask the candidate to confirm his or her acceptance through acknowledgment or receiving within a specific deadline by mail or hard copy. This is required as it represents the initial terms and conditions of employment between the candidate and the company. Without a fixed deadline, it would be uncertain when the candidate intends to join.

It is necessary to print all pages on the company's letterhead to validate the agreed terms and conditions of employment. Additionally, it would be advisable to have signatures on every page from both you or senior management and the candidate to reaffirm the acceptance of all the terms and conditions agreed upon during the selection and deployment process.

All the best,
Thanks