1. Purpose:
To establish a standardized process for issuing appointment letters to newly recruited employees, ensuring transparency, consistency, and compliance with organizational policies.
2. Scope:
This SOP applies to the HR department and all hiring managers involved in the recruitment and appointment of new employees.
3. Responsibility:
HR Department: Responsible for drafting, approving, and issuing the appointment letter.
Hiring Manager: Responsible for verifying details and confirming selection.
New Employee: Required to acknowledge and sign the appointment letter.
4. Procedure:
Step 1: Final Selection & Approval
Once a candidate is selected, the hiring manager submits the final approval to the HR department.
The HR department verifies the selection and ensures that the required approvals (from senior management, if applicable) are obtained.
Step 2: Documentation & Background Verification
HR ensures that all necessary documents (educational certificates, identification proofs, previous employment records, etc.) are collected from the candidate.
The candidate must submit an attested copy of qualification documents to the HR department.
If required, a background verification process is conducted before proceeding further.
Step 3: Drafting the Appointment Letter
The HR department prepares the appointment letter, including essential details such as:
Name and designation of the employee
Employment type (Temporary or Permanent)
Probation period details (six months probation period for new employees)
Date of joining
Compensation details
Terms and conditions of employment
Reporting structure
The appointment letter format should align with company policies and legal compliance requirements.
Step 4: Approval of Appointment Letter
The drafted appointment letter is sent for approval to the HR Head and/or authorized signatory (CEO/Director/HR Manager).
Any required modifications are incorporated before final approval.
Step 5: Issuance of Appointment Letter
The approved appointment letter is printed on company letterhead and signed by the authorized signatory.
A copy is shared with the employee via email and/or in person.
Step 6: Employee Acknowledgment
The new employee is required to review, sign, and return a copy of the appointment letter to HR as a formal acceptance.
The signed copy is stored in the employee’s personnel file.
Step 7: Record Maintenance & Onboarding
HR maintains a digital and physical copy of the signed appointment letter in the employee records.
The onboarding process is initiated, including induction, training, and allocation of work resources.
5. Compliance & Review:
The SOP is reviewed periodically by the HR department to ensure it aligns with legal and organizational changes.
Any deviations from the standard process must be approved by senior management.
6. References:
Company HR Policy Manual
Labor Laws & Employment Regulations
Recruitment Guidelines
7. Effective Date & Revision History:
Effective Date: [Insert Date]
Last Reviewed: [Insert Date]
Next Review Due: [Insert Date]
Version: [X.X]
END OF THE DOCUMENT
Once a candidate is selected, the hiring manager submits the final approval to the HR department.
The HR department verifies the selection and ensures that the required approvals (from senior management, if applicable) are obtained.
Step 2: Documentation & Background Verification
HR ensures that all necessary documents (educational certificates, identification proofs, previous employment records, etc.) are collected from the candidate.
The candidate must submit an attested copy of qualification documents to the HR department.
If required, a background verification process is conducted before proceeding further.
Step 3: Drafting the Appointment Letter
The HR department prepares the appointment letter, including essential details such as:
Name and designation of the employee
Employment type (Temporary or Permanent)
Probation period details (six months probation period for new employees)
Date of joining
Compensation details
Terms and conditions of employment
Reporting structure
The appointment letter format should align with company policies and legal compliance requirements.
Step 4: Approval of Appointment Letter
The drafted appointment letter is sent for approval to the HR Head and/or authorized signatory (CEO/Director/HR Manager).
Any required modifications are incorporated before final approval.
Step 5: Issuance of Appointment Letter
The approved appointment letter is printed on company letterhead and signed by the authorized signatory.
A copy is shared with the employee via email and/or in person.
Step 6: Employee Acknowledgment
The new employee is required to review, sign, and return a copy of the appointment letter to HR as a formal acceptance.
The signed copy is stored in the employee’s personnel file.
Step 7: Record Maintenance & Onboarding
HR maintains a digital and physical copy of the signed appointment letter in the employee records.
The onboarding process is initiated, including induction, training, and allocation of work resources.
5. Compliance & Review:
The SOP is reviewed periodically by the HR department to ensure it aligns with legal and organizational changes.
Any deviations from the standard process must be approved by senior management.
6. References:
Company HR Policy Manual
Labor Laws & Employment Regulations
Recruitment Guidelines
7. Effective Date & Revision History:
Effective Date: [Insert Date]
Last Reviewed: [Insert Date]
Next Review Due: [Insert Date]
Version: [X.X]
END OF THE DOCUMENT
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