Compendium of Drafts of Employment Contracts and Appointment Letters

Drafts of Employment Contracts and Appointment Letters Som Nath Munjal

(Retd. Dy Labour Commissioner, Govt of NCT of Delhi), MA, LLB

Saurabh Munjal B.Com (Hons) & LLM

Bloomsbury Professional India

Compendium of

Contents at a glance Acknowledgement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi About the author. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix Preface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi Table of contents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Chapter 1

Recruitment and Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1

Chapter 2

Guidelines for drafting an Appointment Letter. . . . . . . . . . . . . . 2.1

Chapter 3

Common Formats: Leave/TA/DA/LFC/Housing Loan/ Furniture Loan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1

Chapter 4

Guidelines for drafting Service Manual. . . . . . . . . . . . . . . . . . . . . 4.1

Chapter 5

The Industrial Employment (Standing Orders) Act, 1946. . . . . . 5.1

Chapter 6

Probation, Transfer, Resignation & Retirement. . . . . . . . . . . . . . 6.1

Chapter 7

Memorandum & Charge sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.1

xi

Table of contents Acknowledgement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi About the authors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix Preface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi Contents at a glance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii Chapter 1 Recruitment and Selection. . . . . . . . . . . . . . . . . . . . . . . . . 1.1 1.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1 1.2 Types of recruitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 1.2.1 Internal recruitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 1.2.2 External recruitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 1.3 Selection process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 1.4 Referral questions for the interview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3 Sample 1.1 Recruitment Advertisement for Newspaper . . . . . . . . 1.4 Sample 1.2 Online Application Form . . . . . . . . . . . . . . . . . . . . . . . . 1.5 Sample 1.3 Call Letter for Written Examination . . . . . . . . . . . . . . . 1.8 Sample 1.4 Call Letter for Interview. . . . . . . . . . . . . . . . . . . . . . . . 1.10 Sample 1.5 Recommendation Sheet for the Interviewer . . . . . . . 1.12 Sample 1.6 Application Letter for Appointment as Trainee by the Candidate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.13 Sample 1.7 Application Letter for Appointment as Apprentice by the Candidate. . . . . . . . . . . . . . . . . . . . 1.14 Sample 1.8 Performa for Background Check of the Candidate. . 1.17 Chapter 2 Guidelines for drafting an Appointment Letter. . . . . . . . 2.1 2.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.2 2.2 Basic Guidelines for drafting an appointment letter. . . . . . . . . . . . . . 2.2 Sample 2.1 Appointment Letter for Helper/Security Guard/Ware House Executive/Unskilled/ Skilled/Semi-Skilled Labour . . . . . . . . . . . . . . . . . . . . . 2.5 Sample 2.2 Appointment Letter for Assistant Manager/ Manager/Senior Manager/Deputy General Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.13 Sample 2.3 Appointment Letter for a Temporary Employee/Contractual Employee. . . . . . . . . . . . . . . . 2.22 Sample 2.4 Appointment Letter for a Trainee . . . . . . . . . . . . . . . . 2.25 Sample 2.5 Appointment Letter to Staff Nurse for fixed term. . . 2.28

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Compendium of Drafts of Employment Contracts

Sample 2.6

Appointment letter of Resident Medical Officer cum Trainee in Hospital. . . . . . . . . . . . . . . . . . 2.31 Sample 2.7 Appointment Letter for Re-Employment after Superannuation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.34 Sample 2.8 Agreement of Employment with Senior Employee (CEO, MD). . . . . . . . . . . . . . . . . . . . . . . . . . 2.38 Sample 2.9 Appointment Letter for Contract employee of a Contractor engaged in manpower supply. . . . . . . . 2.46 Sample 2.10 Appointment Letter with Bond. . . . . . . . . . . . . . . . . . 2.48 Chapter 3

Common Formats: Leave/TA/DA/LFC/Housing Loan/Furniture Loan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1 3.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2 3.2 Leaves. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2 3.2.1 Types of leaves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2 Casual leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2 3.2.1.1 3.2.1.2 Privilege leave/earned leave . . . . . . . . . . . . . . . . . . . 3.3 3.2.1.3 Sick leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.3 3.2.1.4 Maternity leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.3 3.2.1.5 Paternity leave . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.3 3.2.1.6 Sabbatical Leave/study leave. . . . . . . . . . . . . . . . . . . 3.3 3.2.1.7 Leave on half pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.4 3.2.2 Leave Fare Concession (LFC)/Leave Travel Concession(LTC). . 3.4 3.2.3 Travelling allowance/Dearness allowance. . . . . . . . . . . . . . . . . 3.4 3.2.4 Housing loan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.4 3.2.5 Furniture loan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.5 Sample 3.1 Format for Leave: Casual Leave/Privilege Leave. . . . .3.6 Sample 3.2 Format for Leave: Sick Leave. . . . . . . . . . . . . . . . . . . . . 3.7 Sample 3.3 Format for Leave: Maternity Leave/Paternity Leave. . 3.8 Sample 3.4 Format for Leave: Study Leave. . . . . . . . . . . . . . . . . . . . 3.9 Sample 3.5 Format for Leave: Sabbatical Leave. . . . . . . . . . . . . . . 3.10 Sample 3.6 Format for leave Fare Concession/Leave Travel Concession Covering Letter. . . . . . . . . . . . . . . 3.11 Annexure 1 Application for Advance: Leave Fare Concession. . . . . . . . . . . . . . . . . . . . . . . . . . . 3.12 Annexure 2 Application for Sanction: Leave Fare Concession. . . . . . . . . . . . . . . . . . . . . . . 3.14 Sample 3.7 Format for Claim: Travelling Allowance. . . . . . . . . . . 3.16 Sample 3.8 Format for Application: Housing Loan. . . . . . . . . . . . 3.18 Sample 3.9 Format for Application: Furniture Loan/ Furnishing Loan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.20 Sample 3.10 Leaves S & E. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.22 xiv

Table of contents

Chapter 4 Guidelines for drafting Service Manual. . . . . . . . . . . . . . . 4.1 4.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.1 4.2 Considerations while drafting a service manual. . . . . . . . . . . . . . . . . . 4.2 4.2.1 Preamble. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.2 4.2.2 Appointments & Service Matters. . . . . . . . . . . . . . . . . . . . . . . . 4.2 4.2.2.1 Types of employees . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3 4.2.2.2 Recruitment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.4 4.2.2.3 Appointment and Selection . . . . . . . . . . . . . . . . . . . 4.4 4.2.2.4 Probation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.4 4.2.2.5 Bond. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5 4.2.2.6 Age. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5 4.2.2.7 Transfer & Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5 4.2.2.8 Performance Appraisal . . . . . . . . . . . . . . . . . . . . . . . 4.5 4.2.2.9 Promotions And Increments. . . . . . . . . . . . . . . . . . . 4.6 4.2.2.10 Provident Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 4.2.2.11 Gratuity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 4.2.2.12 Income-tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 4.2.3 Code of Conduct. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 4.2.4 Disciplinary Proceedings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 4.2.5 Leave Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7 4.2.6 Job Responsibities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7 4.2.7 Discipline & Review Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7 4.2.7.1 Disciplinary Authority. . . . . . . . . . . . . . . . . . . . . . . . 4.7 4.2.7.2 Penalties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7 4.2.7.3 Subsistence Allowance. . . . . . . . . . . . . . . . . . . . . . . . 4.8 4.2.7.4 Termination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.8 Sample 4.1 Service Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.9 Chapter 5 The Industrial Employment (Standing Orders) Act, 1946. . . . 5.1 5.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.1 5.1.1 Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.2 5.1.2 Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.3 5.1.3 Modifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.4 5.1.4 Duty of certifying offices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.4 5.1.5 Application and interpretation . . . . . . . . . . . . . . . . . . . . . . . . . 5.5 5.1.6 Statutory force. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.5 5.1.7 Conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.6 5.1.8 Important clauses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.7 Sample 5.1 Standing Orders for Certification . . . . . . . . . . . . . . . . 5.10 Sample 5.2 Standing Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.12 Sample 5.2 Draft of Standing Orders in Hindi Language. . . . . . . 5.51 xv

Compendium of Drafts of Employment Contracts

Chapter 6 Probation, Transfer, Resignation & Retirement . . . . . . . . 6.1 6.1 Probation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.2 Sample 6.1 Probation Extension Letter. . . . . . . . . . . . . . . . . . . . . . . 6.9 Sample 6.2 Probationary Dispense Letter . . . . . . . . . . . . . . . . . . . 6.10 6.2 Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.11 Sample 6.3 Transfer Letter Format. . . . . . . . . . . . . . . . . . . . . . . . . . 6.17 6.3 Resignation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.19 6.3.1 Withdrawal of resignation before or after acceptance. . . . . 6.20 6.3.2 Tearing the veil to see whether resignation is voluntary or not. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.21 6.3.2.1 Benefits that a workman can or cannot claim on resignation . . . . . . . . . . . . . . . . . . . . . . . . 6.22 6.3.2.2 Resignation is Matter of Right to an Employee. . 6.23 6.3.2.3 Distinction between ‘resignation’ and ‘voluntary retirement’. . . . . . . . . . . . . . . . . . . . . . . 6.23 Sample 6.4 Form: Resignation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.24 6.4 Retirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.25 Sample 6.5 A letter to an employee on attaining the age of retirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.27 Sample 6.6 Covering Letter: Voluntary Retirement . . . . . . . . . . . 6.28 Sample 6.7 Exit Interview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.29 Sample 6.8 Application by retired employee for re-employment.6.33 Sample 6.9 Service Certificate (to be presented as a token of gratitude to the retired employee) . . . . . . . . . . . . . 6.34 Sample 6.10 Relieving Letter: On Resignation . . . . . . . . . . . . . . . . 6.35 Sample 6.11 Relieving Letter: Superannuation/VRS/ Disability Retirement . . . . . . . . . . . . . . . . . . . . . . . . . . 6.36 Chapter 7 Memorandum & Charge sheet . . . . . . . . . . . . . . . . . . . . . . 7.1 7.1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2 Memo format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2.1 Details to be included in Memo. . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2.1.1 Header. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2.1.2 Recipient. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2.1.3 Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 7.2.1.4 Subject. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.1.5 Salutation:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.1.6 The Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.1.7 Signature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.2 Types of memorandum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.2.1 Minutes of meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 7.2.2.2 Progress reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4 xvi

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7.3

7.2.2.3 Directives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4 7.2.2.4 Incidental Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4 7.2.2.5 Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4 Charge sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.5 7.3.1 Difference between indiscipline and misconduct. . . . . . . . . . . 7.5 7.3.2 Charge sheet format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.6 7.3.3 Service of Charge sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.7 Sample 7.1 Habitual late comer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.8 Sample 7.2 Sleeping during office hours . . . . . . . . . . . . . . . . . . . . 7.10 Sample 7.3 Unauthorised absence . . . . . . . . . . . . . . . . . . . . . . . . . 7.12 Sample 7.4 Non-compliance of orders . . . . . . . . . . . . . . . . . . . . . . 7.14 Sample 7.5 Substance abuse/intoxication . . . . . . . . . . . . . . . . . . . 7.16 Sample 7.6 Not Found on Seat/Whiling Away Time. . . . . . . . . . . 7.18 Sample 7.7 Unprofessional behavior . . . . . . . . . . . . . . . . . . . . . . . 7.19 Sample 7.8 Unsatisfactory Performance. . . . . . . . . . . . . . . . . . . . . 7.20 Sample 7.9 Prevention of sexual harassment. . . . . . . . . . . . . . . . . 7.21 Sample 7.10 Suspension letter pending inquiry . . . . . . . . . . . . . . . 7.23 Sample 7.11 Charge-Sheet: Habitual absenteeism/late coming to office/unauthorized leave . . . . . . . . . . . . . 7.25 Sample 7.12 Charge Sheet: Misbehavior . . . . . . . . . . . . . . . . . . . . . 7.27 Sample 7.13 Charge Sheet-Fraud. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.29 Sample 7.14 Termination Letter: Unauthorized leave. . . . . . . . . . . 7.31 Sample 7.15 Termination Letter: Non-performance. . . . . . . . . . . . 7.32 Sample 7.16 Disciplinary action. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.33

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CHAPTER 1

Recruitment and Selection 1.1 1.2

1.3 1.4

1.1

SYNOPSIS Introduction .................................................................................................. 1.1 Types of recruitment .................................................................................. 1.2 1.2.1 Internal recruitment........................................................................ 1.2 1.2.2 External recruitment ....................................................................... 1.2 Selection process.......................................................................................... 1.2 Referral questions for the interview ....................................................... 1.3 Sample 1.1 Recruitment Advertisement for Newspaper ................... 1.4 Sample 1.2 Online Application Form ..................................................... 1.5 Sample 1.3 Call Letter for Written Examination ................................ 1.8 Sample 1.4 Call Letter for Interview .................................................... 1.10 Sample 1.5 Recommendation Sheet for the Interviewer ................ 1.12 Sample 1.6 Application Letter for Appointment as Trainee by the Candidate ................................................................. 1.13 Sample 1.7 Application Letter for Appointment as Apprentice by the Candidate............................................ 1.14 Sample 1.8 Performa for Background Check of the Candidate .............................................................................. 1.17

INTRODUCTION

Employees are the heart and soul of any organization. The companies may invest millions in acquiring infrastructure and state of the art technology but if the selection of employees is not proper, the organisation is headed towards failure.

Recruitment and selection go hand in hand with each other. If the recruitment process is not handled with care, the selection of appropriate

1.1

Compendium of Drafts of Employment Contracts

Chapter 1

persons for the job is definitely going to be tricky. It has been rightly put that “Recruitment and selection are the processes of placing right person at the right job and at the right time”.

1.2

TYPES OF RECRUITMENT

The applications from the desired candidates can be obtained in the following ways:

1.2.1

Internal recruitment

●

Promotions

●

Internal Transfers

●

Re-employing the ex-employees

1.2.2

External recruitment

●

Advertisements

●

Direct Recruitments

●

Campus Interviews

●

Brand Establishment by Employer

●

Labour Contractors

●

Casual Callers

●

Employment Exchanges

●

Referrals

●

Providing Internships

1.3

SELECTION PROCESS

The selection process may differ from organization to organization.

Generally one or more of the following methods are adopted: ●

Selection Tests

●

Group Discussions

●

Interview

1.2

Chapter 1

1.4

Recruitment and Selection

REFERRAL QUESTIONS FOR THE INTERVIEW

General Questions: 1.

May I have a look at your resume?

2.

Why should we hire you?

3.

Do you think you are qualified for the job?

4.

Tell us something about yourself?

5.

How will you prove to be an asset to our company?

6.

What are your hobbies and interests?

Questions related to educational background: 1.

What is your educational qualification?

2.

How will you apply your education to the job at hand?

3.

What was your class standing?

4.

What was your major in?

5.

Do your grades reflect your full capacity? If yes, why and if no, why not?

6.

Have you received any awards or accolades?

Questions related to motivation/experience: 1.

What motivates you towards this job?

2.

Why do you want to switch from your present job?

3.

Why do you change jobs so frequently?

4.

Why were you fired from your previous job?

5.

Why do you want to change your field of work?

6.

Define an ideal job?

7.

Do you have an experience in the required field?

8.

Can you work on the said machinery?

9.

Are you familiar with the required software?

Questions related to pay: 1.

What are your expectations?

2.

Are you comfortable with the package we are offering?

3.

What is your current CTC? 4.

Your current CTC is more than what we are offering; would you be able to give same quality input at a lower CTC?

1.3

Compendium of Drafts of Employment Contracts

Sample 1.1 Recruitment Advertisement for Newspaper (COMPANY LOGO) (NAME OF THE COMPANY: ABC) (JOB TITLE) About the job (QUALIFICATION AND EXPERIENCE) 1.

2.

3.

(REQUIRED SKILLS) 1.

2.

3.

(HOW TO APPLY) www.abccompany.com (LAST DATE FOR THE APPLICATION) MANAGER (HR)

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Chapter 1

Chapter 1

Recruitment and Selection

Sample 1.2 Online Application Form (COMPANY LOGO) (NAME OF THE COMPANY: ABC) UPLOAD

1.

Recruitment Application for the Post: (Drop box with the name of posts)

2.

Name: (space for writing information )

3.

Gender: (drop box with options -M/F/Other)

4.

Date of Birth : (drop box with options-DD/MM/YY)

5.

Category : (drop box with options-Gen/SC/ST/OBC/OTHERS)

6.

Physically Handicapped: (drop box with options: yes/no)

RECENT PHOTOGRAPH

If yes: (drop box with options: VI/PH/HI/OTHERS) (Upload medical certificate from CVC) 7.

Ward of Freedom Fighter: (drop box with option : yes/no) If yes: (upload required certificate)

8.

Address: ( space for writing information)

Pin :______

9.

Marital Status: (drop box with options- unmarried/married/ separated/widow)

10

Fathers’/Husbands’ name: (space for writing information )

11.

Nationality: (drop box with options- Indian /Other)

12.

E-mail id:

13.

Phone no:

1.5

Compendium of Drafts of Employment Contracts

14.

Chapter 1

Educational Qualification:

S. No.

Degree

Year

Subjects

Percentage

1 2 3 4.

15.

Working knowledge of Computers: (drop box with options: yes/no)

16.

Work Experience:

S. No. Company Name

Position Held

1 2 3 4

17.

Awards and Accolades: 1.

2.

3.

References: 1. Name: Company: Designation: Mobile No.: E-mail id: 2. Name: Company: Designation: Mobile No.: E-mail id

1.6

Year

KRA

Chapter 1

Recruitment and Selection

Declaration: I, ______________ , hereby submit that all the information submitted by me is true to best of my knowledge and my application for the above mentioned post may be cancelled if the same is found to be incorrect.

UPLOAD SIGNATURE

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Compendium of Drafts of Employment Contracts

Chapter 1

Sample 1.3 Call Letter for Written Examination (COMPANY LOGO) (NAME OF THE COMPANY: ABC) ADMIT CARD FOR THE WRITTEN EXAMINATION FOR THE POST OF _____________ , 20__-__.

SELF ATTESTED

1.

Name:

2.

Date of Birth: (DD/MM/YY)

3.

Gender : (M/F/Other)

4.

Category : ( Gen/OBC/SC/ST/OTHERS)

5.

Centre of Examination :

6.

Date:

7.

Time:

PHOTOGRAPH

___________________

___________________

___________________

(SIGNATURE OF THE CANDIDATE, TO BE DONE IN FRONT OF EXAMINER)

(LEFT HAND THUMB IMPRESSION OF THE CANDIDATE, TO BE MADE IN FRONT OF THE EXAMINER)

(SIGNATURE OF THE EXAMINER)

INSTRUCTIONS FOR THE CANDIDATES: 1.

The candidates are advised to report to the examination hall atleast one hour before the scheduled time for examination.

2.

The candidates should take their seats at least half hour before the commencement of the examination.

3.

No candidate would be allowed to enter the examination after 15 minutes of commencement of examination.

4.

The candidates are advised to bring adequate number of pens, pencil, sharpeners, erasers etc. Borrowing the same from other candidates will not be allowed.

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Chapter 1

Recruitment and Selection

5.

Use of mobile phones, calculators and other electronic gadgets will not be allowed in the examination hall.

6.

Candidate found using any electronic gadgets, cheating or using unfair means will be disqualified from the examination.

7.

The candidates are required to attempt all the questions. All the questions are compulsory.

8.

There is no negative marking for the wrong answers.

9.

No candidate will be allowed to leave the examination hall before the end of examination.

10.

No TA/DA will be paid to the candidate for taking the examination.

11.

Mere taking part in the examination doesn’t constitute to candidates selection for the said post. (_______________________) Signature of Manager (HR)

1.9

Compendium of Drafts of Employment Contracts

Chapter 1

Sample 1.4 Call Letter for Interview (COMPANY LOGO) (NAME OF THE COMPANY: ABC) CALL LETTER FOR INTERVIEW FOR THE POST OF __________, 20__-__.

To _______________ _______________ _______________ Roll No.: Dear Sir/Madam, This bears reference to your application dated__________, for the post of ____________ in our organization. We are pleased to inform you that you have been shortlisted for the interview. You are requested to be present for the interview for the said post as per the schedule mentioned below: Venue:

Date & Time:

_______________

______________________

_______________

______________________

_______________

______________________

INSTRUCTIONS FOR THE CANDIDATES: 1.

The candidates are advised to report to the venue at least one hour before the time of interview for the purpose of document verification.

2.

The candidates must bring the original certificates along with one set of photocopies of the certificates.

3.

The candidates are also required to bring two recent passport size coloured photographs.

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Recruitment and Selection

4.

No TA/DA will be paid to the candidate for appearing in the examination.

11.

Mere taking part in the interview doesn’t constitute to candidates selection for the said post. (_______________________) Signature of Manager (HR)

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Compendium of Drafts of Employment Contracts

Chapter 1

Sample 1.5 Recommendation Sheet for the Interviewer (COMPANY LOGO) (NAME OF THE COMPANY: ABC) Name of the Candidate: Post Applied : Date of Interview: Panel No.: Marks (out of 50) Criterion

Marks

Academic Qualification Subject Knowledge Experience Personality Expression Total

Whether selected for the said post: Yes/No. Note for the HR Head:

Signature of the Interviewer

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Chapter 1

Recruitment and Selection

Sample 1.6 Application Letter for Appointment as Trainee by the Candidate To, _________ _________ _________ Date: Sub: Application for appointment as trainee.

Resp. Sir/ Madam, I ______________, a graduate/diploma holder/other from__________ institute. I have always excelled in my academics and have also won many awards and accolades in various co-curricular activities. I wish to undergo professional training, in your esteemed organization, to enhance my professional skills and grow further in my career.

My certificates are attached herewith for your reference. I look forward to a positive response.

Yours Sincerely ____________ ____________

1.13

Compendium of Drafts of Employment Contracts

Chapter 1

Sample 1.7 Application Letter for Appointment as Apprentice by the Candidate To, _________ _________ _________ I, _______ son/daughter of Shri_______, would like to apply for appointment as an apprentice in your esteemed organization, in __________ department. The necessary information for my candidature are given below: 1.

Name:

2.

Father’s name:

3.

Date of birth:

4.

E-mail id:

5.

Contact no.:

6.

Educational Qualification: S. No. Degree

Year

Subjects

Percentage

1 2 3 4.

7.

Awards and Accolades:

8.

Have you ever faced any criminal proceeding in the court of law? If yes, give details: _____________________________________ ___________________________________________________________ ___________________________________________________________

9.

Expected Stipend:

10.

References: 1.

Name: Company:

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Chapter 1

Recruitment and Selection

Designation: Mobile No.: E-mail id: 2.

Name: Company: Designation: Mobile No.: E-mail id

11.

Are you related to any of the references that you have given? If yes, state the relationship: __________________________________ ___________________________________________________________ ___________________________________________________________

Declaration: I, ______________, hereby submit that all the information submitted by me is true to best of my knowledge and my application for the above mentioned post may be cancelled if the same is found to be incorrect.

SIGNATURE

For office use only Application no. ________, dated __________, received on _____________ Interview notes: Interview date:__________

Interviewed by__________

Decision taken: Signature of the Interviewer For HR Department: Appointment letter no. :_____________

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Compendium of Drafts of Employment Contracts

Chapter 1

Date of joining:_________ Stipend approved:_____________ For the period of :__________months/years Seal and signature of HR Head

1.16

Chapter 1

Recruitment and Selection

Sample 1.8 Performa for Background Check of the Candidate (COMPANY LOGO) (NAME OF THE COMPANY: ABC) TO __________ __________ __________ Date: Sir/Madam Shri/Smt./Kumari ______________ son/daughter/wife of Shri___________ has applied for the post of ____________________ vide letter no. ___________ dated____________ in our organization.

However, before the appointment, as per our company policy, we would like to conduct a background check of the candidate. Since the candidate has listed ________________ as his last worked/working organization, kindly fill the Performa attached herewith. A duly stamped return envelope is attached herewith for your convenience.

Your early response in regard is solicited.

Regards Yours Sincerely Manager (HR)

1.17

Compendium of Drafts of Employment Contracts

Chapter 1

(COMPANY LOGO) (NAME OF THE COMPANY: ABC) 1.

Name:

2.

Date of Birth:

3.

Qualification:

4.

Joined as:

5.

Date of Joining:

6.

Current CTC:

7.

Has the candidate ever been promoted? If yes, please furnish details

S. No.

Designation

Date of Promotion

1.

2.

3.

8.

Has the candidate ever been found guilty of any misconduct? If yes, please furnish details. ___________________________________________________________ ___________________________________________________________

9.

Whether any punishment has been imposed upon the candidate? If yes, please furnish details. ___________________________________________________________ ___________________________________________________________

10.

Are there any liabilities (loans, bond money etc.) of the candidate towards your company? ___________________________________________________________

11.

Is there any inquiry pending towards the candidate in your organization? ___________________________________________________________

12.

1.18

Has the candidate obtained NOC from your organization? _______________________________

Chapter 1

13.

Recruitment and Selection

Any other information: ___________________________________________________________ ___________________________________________________________

Seal and Signature Manager (HR)

1.19

Compendium of Drafts of Employment Contracts

1.20

Chapter 1