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 has it to be signed by the employee's supervisor /superior ? Same with any letters regarding Disciplinary action , normally who is the competent authority ?

Hi



In normal course such HR related disciplinary letters needs to be signed by Head of HR (who will be the Authorised Signatory as per Board Resolution of the company).

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

Thanks for your inputs, really appreciate it!

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

Normally warning letters, advise memos etc are signed by the employees' Head of Deptt., and
not HR staff/his immediate supervisor. For e.g. employees working in Production deptt., shall be signed by Manager-Production or Manufacturing Manager. In some companies, departments such as Production, QC, Maintenance, Production Planning & Control etc. - these departments have separate department managers - these persons are reporting to Manufacturing Manager, who is the overall Incharge of Manufacturing facilty/Shops. In such cases, Manufacturing manager is the competent authority for all disciplinary actions against Shop floor employees.

The warning letters is being issued, when someone found with misconduct. Therefore, all such letters should serve on employee under the signature of appointing authority or by factory manger or by the occupier in case of a factory and by mines manager or by the agent in case of mines. The HR head can issue, if he has been nominated to do so by the board.
The HR head can issue as a letter of intimation to the employee for the absent & late attendance, because he is the Time Keeper of the establishment.