HR Staff as signatory for warning letters for late reporting

Can a warning letter for late reporting of an employee be signed by any HR staff or does it have to be signed by the employee's supervisor/superior? Similarly, for any letters regarding disciplinary action, who is the competent authority?

Typically, a warning letter for late reporting can be signed by any HR staff member authorized to issue such letters. However, for disciplinary action letters, it is usually required that they are signed by the employee's supervisor or a higher-level authority designated as the competent authority within the organization. This ensures that the disciplinary action is formally authorized and carries the appropriate weight.

In summary, while warning letters can be signed by HR staff, disciplinary action letters should be signed by the employee's supervisor or another designated competent authority to maintain the necessary hierarchy and credibility in the disciplinary process.

Hi,

In the normal course, such HR-related disciplinary letters need to be signed by the Head of HR, who will be the Authorized Signatory as per the Board Resolution of the company.

An authorized signatory is a person who has been accorded the right to sign documents on behalf of the company. They may be a director of the company, CEO, CFO, Executive Vice President (Technical or HR), Senior Vice President, etc.

Thanks for your input; I really appreciate it!

It is always fine if the papers relating to disciplinary action and termination are signed by the person who has issued (signed) the appointment order. This is because only the appointing authority can terminate an employee. They will be the disciplinary authority.

Normally, warning letters, advisory memos, etc., are signed by the employees' Head of Department and not by HR staff or their immediate supervisor. For example, employees working in the Production department should have their documents signed by the Manager-Production or Manufacturing Manager. In some companies, departments such as Production, QC, Maintenance, Production Planning & Control, etc., have separate department managers who report to the Manufacturing Manager, the overall in-charge of the Manufacturing facility or shops. In such cases, the Manufacturing Manager is the competent authority for all disciplinary actions against shop floor employees.

The warning letters are issued when someone is found with misconduct. Therefore, all such letters should be served on the employee under the signature of the appointing authority, the factory manager, or the occupier in the case of a factory; and by the mines manager or the agent in the case of mines. The HR head can issue the letter if nominated to do so by the board.

The HR head can also issue a letter of intimation to the employee for absenteeism and late attendance, as he is the Time Keeper of the establishment.