Hr- Forms & Procedures[1]

7/23/2019 Hr- Forms & Procedures[1]

1/26

MODEL PRO-FORM FOR GENERAL CHARGE-SHEET

To

It is reported against yo t!at on """"""""#date$ at""""""""#ti%e$ yo""""" #%ention &'ear'y t!e a&t or a&ts o(

%is&ond&t a''eged$)

T!e a&ts* as a''eged a+o,e to !a,e +een &o%%itted +y yo*a%ont to %is&ond&t !i&!* i( pro,ed* o'd arrantserios dis&ip'inary a&tion against yo)

A&&ording'y* yo are !ere+y re.ired to s!o &ase it!in""""""" days o( t!e re&eipt !ereo( as to !y yo s!o'd not

+e dis%issed or ot!er ise pnis!ed)

S!o'd yo (ai' to s+%it yor e/p'anation as re.ired* Iti'' +e pres%ed t!at yo ad%it t!e &!arges and !a,e noe/p'anation to o((er and t!e %atter i'' +e disposed o(it!ot any (rt!er re(eren&e to yo)

Sin&e t!e &!arges* 'e,e'ed against yo* are o( gra,e andserios natre* yo are !er+y sspended pending (rt!er

pro&eedings and (ina' orders in t!e %atter)

T!e re&eipt o( t!is 'etter s!o'd +e a&0no'edged)

AHTOHRISED SIGNATORY


2/26

MODEL SHO1 CA2SE NOTICE

To

Mr))E%p)NoDesignation3))

4o !a,e +een a+senting (ro% dty it!ot 'ea,esin&e))and as s&! ser,i&es are 'ia+'e to +e ter%inateda&&ording to t!e r'es o( t!e &o%pany)

4o are* t!ere(ore* &a''ed pon to s!o &ase !y yorser,i&es i'' not +e ter%inated nder C'ase )o( t!eStateMode' Standing Orders A&t OR Certi(iedStanding Orders r'es o( t!e &o%pany 5 esta+'is!%ent (ors&! &ontined 5 !a+ita' a+sen&e)

A2THIRISED SIGNATOR4


3/26

MODEL SHO1 CA2SE NOTICE

To


It !as +een reported against yo as nder 3

Onat)yo*))))#detai'so( a''eged %is&ond&t$ T!e a&t#s$ a''eged to !a,e +een&o%%itted +y yo a%ont to %is&ond&t)

A&&ording'y* yo are !ere+y &a''ed pon to s+%it yorritten e/p'anation and s!o &ase !y dis&ip'inary a&tion

s!o'd not +e ta0en against yo)

4or e/p'anation %st rea&! t!e ndersigned it!in 67!ors) S!o'd yo (ai' to s+%it yor e/p'anation re.ired*t!e %atter i'' +e disposed o( it!ot any (rt!er re(eren&eto yo)

A2THORISED SIGNATOR4


4/26

SIMPLE 1ARNING LETTER

To


1ARNING

4or e/p'anation dated )) in rep'y to s!o &asenoti&e dated) Has +een (ond to +e nsatis(a&tory)

4o are a&&ording'y !ere+y arned)

4o are (rt!er ad,ised in yor on interest to +e &atiosand not to repeat s&! an a&t in (tre)



5/26

STERN 1ARNING LETTER

To


STERN 1ARNING

4or e/p'anation dated ))in rep'y to s!o &ase noti&e 5'etter o( &!arge dated)!as +een (ond to +ensatis(a&tory)

T!e gra,ity o( %is&ond&t &o%%itted +y yo is s&! t!at itarrants se,ere pnis!%ent) Hoe,er* e are ta0ing a'enient ,ie t!is ti%e and !a,e de&ided to aard yo t!is

stern arning)

S!o'd yo repeat any s&! t!ing in (tre or &o%%it anyot!er %is&ond&t e i'' not !esitate to ta0e stri&tdis&ip'inary a&tion against yo)



6/26

1ARNING LETTER FOR HA8IT2AL IRREG2LAR ATTENDANCE

To


4or 'ea,e re&ord s!os t!at yo are in t!e !a+it o(a+senting o(( and on and in spite o( t!e (a&t t!at yo !a,e+een ,er+a''y ad,ised and are arned (or i%pro,ing yorattendan&e yo !a,e not s!on any i%pro,e%ent) 4o ereagain a+sent on ) 1it!ot any at!ori9ation) 4o are+eing gi,en anot!er opportnity to &orre&t yorse'( and in&ase yo do not s!o any i%pro,e%ent e i'' !a,e noa'ternati,e +t to ta0e a serios ,ie o( yor a&tion) On

yor a+o,e a+sen&e yo are +eing strong'y arned)



7/26

1ARNING LETTER FOR INS28ORDINATION

To


It !as +een reported t!at today at :;)::a)% !en yorsper,isor as0ed yo to doyo re(sed to&arry ot t!e instr&tions and s!oted at !i%) In yore/p'anation yo !a,e ad%itted yor %ista0e) A't!og!drasti& a&tion &o'd !a,e +een ta0en against yo (orins+ordination* +t it! a ,ie to re(or% yo* yo are

+eing gi,en anot!er opportnity and e !ope yo i'' +e,ery &are(' in (tre in s&! %atters) 4o are +eingarned)



8/26

MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET

To

Mr./ Ms..

Emp.No.Designation..

It is reported against you that on ________(date) at ________(time)you_____ (mention clearly the act or acts of misconduct alleged).

The acts as alleged a!o"e to ha"e !een committed !y you amount tomisconduct #hich if pro"ed #ould #arrant serious disciplinary action againstyou.

$ccordingly you are here!y re%uired to sho# cause #ithin _______ days ofthe receipt hereof as to #hy you should not !e dismissed or other #isepunished.

&hould you fail to su!mit your e'planation as re%uired It #ill !e presumedthat you admit the charges and ha"e no e'planation to offer and the matter#ill !e disposed of #ithout any further reference to you.

&ince the charges le"eled against you are of gra"e and serious nature youare her!y suspended pending further proceedings and final orders in thematter.

The receipt of this letter should !e acno#ledged.



9/26

PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING

ENQUIRY

To

Mr./ Ms..Emp.No.Designation..

*hereas the charges amounting to gross misconduct (s) and indisciplineagaint you ha"e !een le"eled in accordance #ith +ompany &er"ice ,ules /&tanding -rder Noas per chargesheet dated..sent to you.

No# therefore you are here!y placed under suspension #ith effectfromunder clauses..of the actory / +ompany ,ules / &tanding-rders. 0our suspension has !een considered necessary in order to maintainproper discipline in the actory / +ompany / Esta!lishment and to conductproper en%uiry against you.

0ou #ill !e entitled to recei"e su!sistence / suspension allo#ance of ,s.During the period of suspension.



10/26

PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR

CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE

To

Mr. / Ms..

&ir / Madam

The Management has issued a chargesheet to one of the employees callingfor his e'planation thereto. The e'planation has !een found to !e asunsatisfactory. The Management has decided to hold an en%uiry !y gi"ing anopportunity to the delin%uent employee to defend himself.

The Management has decided to appoint you as an En%uiry -fficer and #eneed your formal appro"al #hich may indly !e con"eyed at your earliest.

1lease !e assured that the Management #ill e'tend full cooperation in thisconte't and Mr. / Ms. 2as !een appointed as its representati"e.

Thaning you

0ours &incerelyor 3 on !ehalf of the Management

$uthorised &ignatory

++ Mr./ Ms. you are appointed as Management4s,epresentati"e to coordinate #ith the En%uiry -fficer.

Note $fter the disciplinary authority decides to order an en%uiry it may hold the same itselfor appoint an En%uiry -fficer for that purpose in the a!sence of a pro"ision to the contrary inthe in the ser"ice or discipline rules concerned. The En%uiry -fficer functions only as adelegate of the disciplinary authority #hose conclusions and recommendations may or may

not find fa"our #ith the disciplinary authority.

The prere%uisites of a person to !e En%uiry -fficer may thus !e summari5ed as under.(a) The appointment of the En%uiry -fficer should !e made !y an authority competent to

tae disciplinary action against the #orman concerned.(!) 6efore maing the appointment of a person to act as En%uiry -fficer it must !e seen

that he is a person #ith open mind a mind #hich is not !iased against the #ormanconcerned.

(c) $ person to !e En%uiry -fficer must !e a ,esponsi!le -fficer or 2igh &tatuscommanding respect from the #orman. 2e should not !e a person of lo#er statusand should not !e 7udge in his o#n cause.


11/26

PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE

FOR HOLDING ENQUIRY:

To

Mr./ Ms.Emp.NoDesignation..

,ef 0our e'planation dated ..in response to the chargesheetdated

*e are in receipt of your e'planation dated.in response to the charge

sheet dated..$fter careful consideration of your e'planation #hich has!een found unsatisfactory it is considered desira!le and necessary toconduct an en%uiry into the charges le"eled against you. 0ou are here!yinformed that the en%uiry #ill !e conducted !y &ri.#ho has !eenentrusted #ith assignment to hold the en%uiry.

0ou are therefore directed to attend and participate in the en%uiryproceedings #ith all the necessary document e"idence and #itness (es) thatyou may see to rely upon in your defense. 0ou are further intimated that ifyou fall to attend the en%uiry proceedings #ithout sufficient cause the en%uiry#ill !e proceeded e'parte #ithout notice to you.

or 3 on !ehalf of the Management

$uthorised &ignatory


12/26

DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT

To

This has reference to the charge sheet dated __________ issued to you andthe en%uiry held thereafter. *e ha"e since recei"ed the report of the en%uiryofficer #herein the charges le"eled against you ha"e !een pro"ed.

6efore #e consider the findings of the en%uiry officer you are here!y gi"en anopportunity as to #hat you ha"e to say o the findings. 0ou are gi"en a periodof three days to su!mit your reply. In case #e do not hear from you #ithin thestipulated time period necessary action #ill follo# #ithout further reference toyou.

Manager/ +ompetent $uthority


13/26

NOTICE OF DISCHARGE TO AN EMPLOYEE

To_____________________________________________

This has reference to the charge sheet dated_________ issued to you 3en%uiry held thereafter. *e ha"e duly considered the report of the en%uiry

officer and are satisfied that the charges as le"eled against you ha"e !eenpro"ed against you in the en%uiry.

In "ie# of the serious nature of misconduct committed !y you 3 fully pro"edagainst you it has !een decided to dispense #ith your ser"ices. 2o#e"er oncompassionate grounds considering e'tenuating and aggra"atingcircumstances the management instead of dismissing you from ser"ices hasdecided to impose lesser punishment of discharge on you #ith immediateeffect from____________

0our final payment of dues including #ages for 8 month in lieu of notice #ill!e made to you in the office on or !efore____________ during office hours onany #oring day after you hand o"er the charge.



14/26

ORDER OF DISMISSAL

To_____________________________________________

*e ha"e recei"ed the en%uiry report that #as held on_______________against you conse%uent to the charge sheet dated______________. $ftergoing through the proceedings of the en%uiry #e find that the charges ha"e!een pro"ed against you.

&ince the charge (s) committed !y you is/are of serous nature the appropriatepunishment is dismissal from ser"ice. 0ou are therefore here!y dismissedfrom ser"ice #ith effect from ____________ you can collect your dues if anyand settle your account on any #oring day during the office hours from$ccounts Department.

Manager/ $uthorised person #ith designation

+.+ The $ccounts Deptt. for information if necessary action.


15/26

ORDER OF REDUCTION IN RANK

To_____________________________________________

0our past conduct and ser"ice records re"eal that you ha"e no initiati"e orsense of responsi!ility. re%uently you ha"e stayed a#ay from duty 3neglected your #or. Time 3 again you #ere #arned/ reprimanded !ut therehas !een no impro"ement. *e tried our !est to moti"ate you to tae interestin the #or 3 to o!ser"e regularity 3 punctuality !ut of no a"ail. 0ou ha"e!een as careless as e"er 3 ha"e refused to perform your duties seriously.0our carelessness has not caused the #or to suffer !ut it is also liely toeffect the discipline among other mem!ers of the staff.

9nder circumstances #e are of the concerned opinion that the post held !yyou entails greater responsi!ility that you can shoulder as you lac necessaryinitiati"e #hich is re%uired for the post. Therefore #e here!y gi"e you 8month notice to relie"e you from the present post and instead assign you postof____________ #ith immediate effect from_______________. This postentails lesser responsi!ility 3 #e feel that you #ill !e a!le to perform your dutymore satisfactorily in this capacity. 2o#e"er you #ill !e entitled to only those!enefits and salary that the post caries.

*e must also mae it clear that if you fail to sho# mared impro"ement 3continue to conduct yourself in the #ay you ha"e !een doing #e shall !econstrained to dispense #ith your ser"ices after holding en%uiry if necessary.

Manager/$uthori5ed person #ith designation

+.+ The $ccounts deptt for information 3 necessary action.


16/26

ORDER OF WITHOLDING ANNUAL INCREMENT/(S)

To_____________________________________________

In continuance of the charge sheet dated_____________ issued to you 3 theEn%uiry held into the charges this is to inform you that #e #ere satisfied thatyou are found guilty of the charges le"eled against you and se"erepunishment including dismissal/discharge can !e inflicted upon you.

2o#e"er on going through your past record 3 considering the nature of the

misconduct !y you the undersigned decide that this time a milder punishment#ill meet the ends of 7ustice. Therefore it has !een decided to #ithhold yourannual increment for___________year/years.

During the period for #hich your annual increment is !eing #ithheld themanagement #ill #atch your performance and conduct and if foundsatisfactory the grant of increment/ increments to you #ill !e reconsidered onthe e'piry of the said period.

Manager/ $uthori5ed person #ith designation

+.+ The $ccounts deptt for information 3 necessary action.


17/26

ORDER OF IMPOSING FINE AS A PUNISHMENT

To_____________________________________________

This is in continuance of the chargesheeted dated__________ issued to you3 the en%uiry held in pursuance thereof. $s a result of the en%uiry themanagement is satisfied that the charges le"eled against you amply pro"ed.

-n the !ases of the charges pro"ed against you dismissal from ser"ice #ould

!e rather appropriate in the ordinary course !ut in consideration that this forthe first time that you ha"e !een found guilty of the charge the managementdecides to afford you an opportunity to impro"e yourself 3 instead of a#ardingthe e'treme penalty impose upon you a fine of ,s._________ aspunishment.


Date

+.+ The $ccounts Dept


18/26

PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE

FOR HABITUAL ABSENTEEISM

T-

ollo#ing are the charges against you

1erusal of your attendance record re"eals that you are in ha!it of a!sentingyourself from your duties #ithout any information and proper sanction oflea"e. 0our a!sentee spells are on an increase and your a!sentee record for

the preceding ________years are reproduced hereunder.M-NT2 D$TE& N-. -D$0& -

9N$9T2-,I:ED

$6&EN+E________ __________________________ ;;; ;;; ;;; ;;; ;;; ;;;

0ou ha"e !een "er!ally ad"ised to impro"e you attendance record and not toindulge in unauthori5ed a!sence from duties. 6ut despite these "er!alad"ises/reprimands and assurance gi"en !y you you ha"e not sho#n anyimpro"ement in your attendance.

The a!o"e act of ha!itual a!sence on your part constituted ma7or misconductunder certified standing orders of the company applica!le to you and alsoaffects the #or of the company.

0ou are here!y re%uired to su!mit your e'planation if any to this chargesheet #ithin < days from its receipt failing #hich it #ill !e presumed that youha"e no e'planation to offer and the management #ill !e free to tae anyaction that may !e deemed proper in you case.

or _________________________

($uthori5ed &ignatory)


19/26

PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWNWORK

To

It is reported against you as under

8. That on______(date) at a!out________(time) #hile on duty you incom!ination #ith others deli!erately slo#ed do#n the #or in aconcerted manner and instigated Mr.6 3 + to adopt =go slo#4 tactics.0ou further threatened Mr. D #ho did not #ant to follo# the suit.

>. That #hile you prior production #as_____ per day your production on

________ and thereafter has !een deli!erately !rought do#n to______#hich is much !elo# the normal production of a #orer of a"erageefficiency.


20/26

Appre!"t!o# Letter

Dear (Name of the candidate)

I #ould lie to tae this opportunity to e'press my heartfelt thans to you foryour "ery acti"e in"ol"ement _________(,eason) . The +hairman and 6oardMem!ers ha"e also ased me to pass on their sincere appreciation for yourefforts in supporting us #ith the undertaing.

$gain thans so much for your enthusiastic participation in our conference. Iha"e no dou!t that it #ould not ha"e !een the success that it #as #ithout yourpresence.

6est ,egards

_______(0our name and 0our Digital &ignature)

Re$et!o# Letter


I regret to inform you that your recent application for the 2ead of &ecurity

position at __(Name of the company) #as unsuccessful.

$lthough you met all of the mandatory minimum %ualifications for the positionthe Inter"ie# 6oard chose a candidate #ith considera!ly more e'periencethan you currently possess and also #hose sill set Matches closely #ith thecurrent profile #e are looing at . I am here to con"ey thans for yourcandidacy .

-n !ehalf of ____(+ompany name) I than you for your interest and effortand I #ish you all the !est in your future career endea"ors.

&incerely



21/26

Apo%o&' Letter


The purpose of this is to con"ey to you my sincere apologies for anyincon"enience you may ha"e e'perienced last month #ith respect to____(+ause of Incon"enience). *e continue to !e committed in reaching youre'pectations. -nce again Cet me con"ey my sincere apologies concerningthis and also #ould see to it that this #ould not happen in future .

&incerely


Appo!#te#t For I#ter!e*

Dear (recipients name)

Than you for your application regarding the position of (7o! title) at(company). *e are impressed #ith your %ualifications and #ould lie to meet#ith you to ha"e a round of Discussion . 1lease come do#n to our office andtae an inter"ie# any time !et#een __ $.M to __ 1.M . &hould you ha"e any%ueries please feel free to call me _____(Mo! Num) and reach me at (yourEmail ID) .

*e loo for#ard to meet you soon at our -ffice.

6est ,egards

_______(0our name and 0our Digital &ignature


22/26

Ne* Ep%o'ee I#tro+,t!o#

2i $ll

1lease e'tend your #armest #elcome to (name). (name) #ill !e heading upour (department) di"ision and is e'cited to !egin in this capacity. 2e comes tous #ith more than (num!er) years in...(Industry) . &he #ould !e reached at(+orporate Email ID). ,e%uest one and all to e'tend your #arm loo uponher .

6est ,egards


E-te#+!#& .o O00er


*e are delighted to ha"e you !e a part of (company). $s discussed in your

inter"ie# #e are offering you the position of (7o! title) your starting salary #ill!e ___ per 0ear. The 6reaup for the same #ill !e pro"ided on your Date ofoining 1lease acno#ledge your Interest as a reply to this Email and Mentionus your Date of oining .

$n Early response to the same is highly appreciated. Coo for#ard to ha"e aamia!le $ssociation #ith you .

,egards

_______(0our name and 0our Digital &ignature .
http://www.business-letter-templates.com/Documents/Document/new+employee+introduction/4728b28e-098b-401f-987b-fad47cfb0e03/http://www.business-letter-templates.com/Documents/Document/new+employee+introduction/4728b28e-098b-401f-987b-fad47cfb0e03/


23/26

B!rt1+"' Co#&r"t,%"t!o#2


*ish you a 2appy 6irthday F *e hope that you ha"e a great year andaccomplish all the fa!ulous goals you ha"e set. May the coming years !e

filled #ith happiness peace and lo"e.2a"e a Areat day ahead .

&incerely


HIKE Letter

Dear Employee

*e are glad to inform you that your +T+/salary is !eing re"ised to__________________. The !rea up of the same is as follo#s

6asic+on"eyancele'i 6enefit 1lan

1 +ontr!ution

The other terms and conditions of the appointment remains the same.

Cooing for#ard for a greater performance.

,egards_______(0our name and 0our Digital &ignature


24/26

HIKE Letter II

Dear Employee

*e tae this opportunity to than you for your contri!ution to#ards(Name ofthe company)_________________performance in (0ear)_______. 0ourefforts to#ards helping the company achi"e its strategic goals areappreciated.

0our performance for the year _______ has __________ and has !eene"aluated as ___(,ating). +onse%uently your annural compensation has

!een enhanced as sho#n !elo# #ef ________.

+omponents

i'ed +ash +omponent($)

6asicle'i!le 6enefit 1an(61)1ro"ident und(1)+ost to +ompany

Garia!le+ash +omponent(6)

1erformance 6onus

,etirals(+)

Aratuity

-ther $llo#ances(D)

Total 0early +ompensation ($H6H+HD)

6enefits

Aroup Term Cife InsuranceAroup 1ersonal $ccident InsuranceAroup Mediclaim Insurance

*e loo for#ard to your continued contri!ution that #ould ena!le us to #ortogether as a team and scale grater heights in the coming years.

*e #ish you all th !est for your future endea"ours and contri!utions to ourorgani5ation.


25/26

PROMOTION LETTER

Dear Mr. /Ms

*e are "ery happy to inform you that you ha"e !een promoted as(designation)#ith effect from (due date). In accordance #e here!y re"ise yourAross &alary as ,s /.-ther terms and +onditions remain the same as perthe appointment letter.

indly sign and return the duplicate of this letter as a toen of youracceptance of the a!o"e terms and conditions.

*ith !est #ishes



26/26

ADRESS PROOF LETTER FOR EMPLOYEE

To W1o2oeer !t "' o#er#

This is to confirm that +h.&udheer is #oring in (+ompany) as (Designation) .$s per the company4s record 2is ser"ices #ere effecti"e since (D"te o0.o!#!#&) . $lso #ould #ant to confirm the current address of (Name of theEmployee) as J put the $dress3 as per company4s Employee ,ecords .

&incerely

2uman ,esources_______(0our name and 0our Digital &ignature