Is it necessary to mention reference in an increment letter?

Hope all of you are fine. I work in the HR department of an IT company. Please let me know, is it necessary to mention a reference in an increment letter, for example Ref: CIT/HR/INCR/09/15/008? Also, let me know if it is necessary to mention Basic, House Rent, Conveyance, and Medical Allowance in an increment letter. Please suggest. Thanks

Hi,

I am not from the HR field but have been in the software industry for 8 years and have worked with multiple employers. I can confirm that whenever they issued me increment letters, a reference was always mentioned on it. Moreover, any documentation relating to remuneration had an annexure attached to it that detailed the salary break-up.

Any official letters issued or sent to any body should contain the reference number and date; it is a must. Failing to do so will make it difficult to trace the reference from the concerned files.

Your second query: If the salary structures are changed, then you are required to mention all the details of what is payable to the employee. If you are giving an increment in the basic salary, you can state that the basic salary has been increased and fixed at Rs. xxx, while the other allowances remain the same as their calculations are interlinked with the basic salary.

Adoni Suguresh
Labour Laws Consultant

Generally, there are two types of files that are maintained:

1. Subject/General Files for each subject such as Factory License, Consent from Pollution Board, PF, ESI Rules, Standing Orders, Leave Rules, etc.

2. Personal Files for each employee. Additionally, there are confidential files for important issues that are kept by the Head of Department.

Every file must contain a reference number, for example, TSP/HRA/SK/105, where TSP represents the name of the company, HRA denotes the department, and SK stands for the HR Manager, Shivakumar, followed by the index number of the file. This system aids staff in quickly retrieving files, and these procedures are well-established for file maintenance.

Regarding the splitting of gross salary after an increment, seniors have made suitable comments.

Email: c.neyimkhan@gmail.com
Date: 24.1.16