Absence of Appointment Letter

Employer or employee?

As an Employee
Absence of appointment letter may stress you when such as letter is not issued even after you have reported for duty.

But you may also create your own problem. If you do not present yourself on the day you are asked to report for duty, this may still affect your future. Your prospective employer may conclude that you are not really interested in the job. Future performance is already doubtful.

But if you accept the job offer, the employer may inform you to report for duty although you did not receive any letter of appointment or, worse, do not receive it even after having reported for work.

If this is so,

  • you have no record of the terms and conditions of your appointment.
  • This is not good for you as an employee since you will not know whether your employer has changed any of the terms and conditions.
  • You will also have no basis for asking for something that you believe is due to you.
  • In addition, when you want to contest something that has not been agreed since you have nothing in black and white to back up what you say.

The reasons for the appointment letter not being issued are many. The employer may not have the practice of issuing appointment letters. The HR department may not exist.

The employer may believe that there is nothing to worry about since everything is in his or her head.

This situation is not ideal. It is not proper. It can lead to misunderstanding between you and your employer.

What is the most reasonable thing that you can do?

Ask your employer for a proper appointment letter. If this is not possible, ask for a signed list of the terms and conditions of service. Do this after working for more than month.

As an Employer
Issue a written appointment letter to each one of your employees at the beginning of their service.

It is good practice and useful to adopt this as an employment and recruitment policy.

The law may require you to comply with certain things regarding appointment of employees.

One of these is that when you fail to issue an appointment letter, you must give the employee a signed confirmation of the terms and conditions of their appointment.

If you forget to do this and your employee asks for this document, you have no choice. In this case, this signed document will take the place of the appointment letter.

Issuing an appointment letter is the better option
This helps to clearly state the working relationship between you and your people right from the beginning. Do not allow absence of appointment letters affect your relationship with your people.

Putting most things in order, including appointment matters, can help you avoid a lot of employment-related problems and improves employee engagement and productivity.

Avoid getting into the situation where appointment letters are not issued. Use a checklist to ensure nothing is overlooked. Do not allow absence of appointment letters affect your relationship with your people.

Make your recruitment process as effective as you can make it in the circumstances.

What absence of appointment letter indicates

One of the clear indications of this state of things is poor staff management.

There are many possible reasons for poor staff management. The organization may have not assigned anyone to look after employment matters. If there is someone given the task, he may not know what to do, being newly recruited or untrained in the job.

Shortage of staff is another. Additional staff means additional costs.

"It is not that important" attitude is among the worst reasons.

A sole proprietor is expected to issue a job appointment letter. It is more so in the case of a large organization. Delay can happen but there is no acceptable reason for failing to issue appointment letters.

One cannot over-emphasize the importance of having this document prepared and issued. This is written evidence of the terms and conditions of employment that govern the employee-employer relationship. A single-page letter will suffice.


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