Hi Guys,
I need your help. We have an employee who was on boarded last year November 2011. We have issued the Appointment letter to her with XYZ Name, eventhough her Pan Cards & other ID proofs Mentioned is “ABC”, name (We did this due to her request). Now the employee is requesting for the revised Appointment letter having the name "ABC".
I want to know, whether we can issue new Appointment letter with the name changed or not. If yes, please help me with the sample.
Thanks,
Mona
From India, Bangalore
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I need your help. We have an employee who was on boarded last year November 2011. We have issued the Appointment letter to her with XYZ Name, eventhough her Pan Cards & other ID proofs Mentioned is “ABC”, name (We did this due to her request). Now the employee is requesting for the revised Appointment letter having the name "ABC".
I want to know, whether we can issue new Appointment letter with the name changed or not. If yes, please help me with the sample.
Thanks,
Mona
From India, Bangalore
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An Appointment letter should be on the name of the employee for which he or she has an identity proof.
From India, Mumbai
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148From India, Mumbai
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I fully agree with Mr. Bhatinarang, now you ask the employee to give you back the original appointment letter and in lieu issue her a new appointment letter for which you possess the identity.
From India, Ahmadabad
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From India, Ahmadabad
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Hi, pl check her idendity whether she has changed her name? If yes, get the gazetted copy of the same and verify otherwise you ask he to leave the job.
From India, Chennai
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From India, Chennai
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It is a mistake to issue appointment letter in wrong name. First take back the letter in name of XYZ . Issue new letter after confirming her identity & carrying verification.
From India, Mumbai
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From India, Mumbai
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Please check the Name & Date of Birth on Photo ID (PAN Card/Voter Card/Passport/Driving License) & on her Certificates (Higher Secondary onwards); compare the same with the name on the Appointment Letter already issued by you. If it is the same, advise the candidate to follow the laid down procedure for Change of Name (which starts with a notification in a national newspaper) & produce the requisite approval from the Registrar's office (appointed by the state administration). Thereafter, you may provide a fresh Appointment Letter (in which cancellation of the letter already issued in XYZ name should be mentioned).
And if the name is not the same, how did you issue the Appointment Letter to ABC when XYZ was selected for the job? You need to review & fine-tune your Recruitment Process (which includes accepting only such Resumes which have been signed by the candidate and carry the candidate's photograph fixed/pasted on it, comparing the photograph with the candidate in person & also with his/her photo ID and then allowing the individual to appear for Test/Interview, and affixing another copy of the photograph (attested by HR) on the Interview Evaluation Form). You will introduce a fail-safe system if the candidate's signatures, while accepting your Appointment Letter, are compared with his/her Signatures on the Resume & certified by HR. Keep all these documents in the employee's personal file for reference.
From India, Delhi
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And if the name is not the same, how did you issue the Appointment Letter to ABC when XYZ was selected for the job? You need to review & fine-tune your Recruitment Process (which includes accepting only such Resumes which have been signed by the candidate and carry the candidate's photograph fixed/pasted on it, comparing the photograph with the candidate in person & also with his/her photo ID and then allowing the individual to appear for Test/Interview, and affixing another copy of the photograph (attested by HR) on the Interview Evaluation Form). You will introduce a fail-safe system if the candidate's signatures, while accepting your Appointment Letter, are compared with his/her Signatures on the Resume & certified by HR. Keep all these documents in the employee's personal file for reference.
From India, Delhi
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Hi,
Facts as stated by an applicant in his application for employment are verified by authentic documents submitted/produced at the time of selection, and a copy of the same is retained in the official records of the organization upon his appointment. The issue of a letter of appointment in another name (as per the request of the appointee) is in utter disregard of the information contained in verified documents and is a blunder on the part of the HR professional handling the case. Once known to your employer, it will create a tough time for you in saving your skin, anyway. What you can do in the present situation is as follows:
a. Ensure that such blunder does not recur;
b. Take back the originally issued letter and issue the other one in the correct name;
c. Please ensure that the letter requesting a change of name is not placed in her personal records within the organization;
d. Never quote this situation to anyone in your organization.
I am sure this will be of some help to you.
Regards,
S.K. Johri
From India, Delhi
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Facts as stated by an applicant in his application for employment are verified by authentic documents submitted/produced at the time of selection, and a copy of the same is retained in the official records of the organization upon his appointment. The issue of a letter of appointment in another name (as per the request of the appointee) is in utter disregard of the information contained in verified documents and is a blunder on the part of the HR professional handling the case. Once known to your employer, it will create a tough time for you in saving your skin, anyway. What you can do in the present situation is as follows:
a. Ensure that such blunder does not recur;
b. Take back the originally issued letter and issue the other one in the correct name;
c. Please ensure that the letter requesting a change of name is not placed in her personal records within the organization;
d. Never quote this situation to anyone in your organization.
I am sure this will be of some help to you.
Regards,
S.K. Johri
From India, Delhi
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Dear Friend
First this is not right that you mentioned/gave wrong name in appointment letter.
Second you can change it in some conditions /genuine reason after verifying his/her identity proof, schooling credentials and it must be attested by gazette officer.
Meenu
From India, New Delhi
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Dear Friend
First this is not right that you mentioned/gave wrong name in appointment letter.
Second you can change it in some conditions /genuine reason after verifying his/her identity proof, schooling credentials and it must be attested by gazette officer.
Meenu
From India, New Delhi
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Dear all,
I wonder whether the change in name is necessitated by marriage/divorce. In any case, since the appointment was made a year ago and the name XYZ appears in many company records, it would not be appropriate to issue a new appointment with the name ABC. However, you can issue a formal order allowing the prospective change of the name as desired by her, but she should provide reasons for seeking the change that are satisfactory. For the record, the appointment order shall always be in the name given in the academic record. Frequent changes of name or surname shall not be allowed except in the case of women employees following their marriage/divorce and if the employee desires it.
Hope this clarifies.
KK
From India, Bhopal
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I wonder whether the change in name is necessitated by marriage/divorce. In any case, since the appointment was made a year ago and the name XYZ appears in many company records, it would not be appropriate to issue a new appointment with the name ABC. However, you can issue a formal order allowing the prospective change of the name as desired by her, but she should provide reasons for seeking the change that are satisfactory. For the record, the appointment order shall always be in the name given in the academic record. Frequent changes of name or surname shall not be allowed except in the case of women employees following their marriage/divorce and if the employee desires it.
Hope this clarifies.
KK
From India, Bhopal
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Appointment Letter to an Employee for fixed period.doc