Change in Department Letter

CHANGE IN TERMS OF EMPLOYMENT

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Change in Your [Working Hours / Salary Structure / Benefits]

Dear [Employee Name],

Following the discussion held with you [and the team] on [Consultation Date], we write to confirm a change in your terms of employment with effect from [Effective Date].

What is changing

CHANGE IN DESIGNATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Change in Designation

Dear [Employee Name],

As part of [Reason, e.g. the standardisation of job titles across the organisation], we are pleased to inform you that your designation is being changed with effect from [Effective Date].

1. Responsibilities: [Your responsibilities remain the same / Your revised responsibilities are listed in the attached job description].
2. Compensation: Your CTC of ₹[CTC] per annum remains unchanged.
3. Records: HRMS, ID card and email signature will be updated by [Update Date].
4. Other terms: All other terms of your employment remain unchanged.

CHANGE IN REPORTING MANAGER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Change in Reporting Manager

Dear [Employee Name],

This is to inform you that, with effect from [Effective Date], you will report to [Reporting Manager], [Manager Designation], instead of [Previous Manager], due to [Reason, e.g. a change in team structure].

1. Approvals: From the effective date, your leave, attendance regularisation, travel and expense approvals will be handled by [Reporting Manager].
2. Appraisal: Your appraisal for [Appraisal Cycle] will be completed by [Reporting Manager], with inputs from [Previous Manager] for the period up to [Effective Date].
3. Goals: Your current goals will continue until reviewed with your new manager.
4. Introduction: An introductory one-to-one has been scheduled on [Meeting Date].
5. Role and terms: Your designation, department, work location and CTC remain unchanged.

If you have any questions, please contact [HR Name].

Yours sincerely,

CHANGE IN WORK LOCATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Change in Your Work Location

Dear [Employee Name],

We wish to inform you that, due to [Reason, e.g. relocation of our office to larger premises], your place of work will change with effect from [Effective Date].

1. Your new access card will be issued on [Access Card Date]. Please return your old card to Admin.
2. Attendance will be recorded on the biometric system at the new location from the effective date.
3. Your designation, department, reporting manager and CTC remain unchanged.
4. This change does not require you to relocate your residence.

CHANGE IN EMPLOYMENT STATUS

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Change in Employment Status

Dear [Employee Name],

With reference to your request dated [Request Date] and our discussion on [Discussion Date], we confirm that your employment status will change with effect from [Effective Date] as follows.

1. Service continuity: [Continuity Statement]. Where the new status is off payroll, employment under the current status ends on [Last Working Day] and all dues will be settled.
2. Statutory benefits: PF, ESI and gratuity will apply as per law for your new status.
3. Notice period: [Notice Period] under the new status.
4. Other terms: All company policies continue to apply.

APPOINTMENT LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment as [Designation]

Dear [Candidate Name],

With reference to your application and the subsequent interviews, we are pleased to appoint you as [Designation] in the [Department] department of [Company Name] on the following terms and conditions.

1. Date of joining: You will join duty on or before [Date of Joining] at our [Work Location] office. If you do not join by this date, this appointment will stand withdrawn unless extended in writing.
2. Reporting: You will report to [Reporting Manager] or any other person designated by the management.
3. Remuneration: Your Cost to Company (CTC) will be ₹[CTC] per annum, as detailed in the annexure below. Salary is subject to statutory deductions and applicable income tax.
4. Probation: You will be on probation for [Probation Period] months from the date of joining. On satisfactory completion, your confirmation will be communicated in writing.
5. Working hours: Normal working hours are [Working Hours], [Working Days] days a week, as per the company attendance policy.
6. Statutory benefits: You will be covered under the Employees' Provident Fund and, where eligible, ESI. Gratuity will be payable as per law after five years of continuous service.
7. Leave: You will be entitled to leave as per the company leave policy and applicable state rules.
8. Notice period: During probation either party may end employment with [Probation Notice] notice. After confirmation, the notice period will be [Notice Period] or salary in lieu thereof.
9. Conduct and confidentiality: You will follow the company code of conduct, POSH policy and other policies in force, and keep all business information confidential during and after employment.
10. Documents: Your appointment is subject to verification of your educational certificates, previous employment records, PAN and Aadhaar (masked copy).

Annexure A – Salary Structure

LETTER OF APPOINTMENT

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Letter of Appointment – [Designation], [Department]

Dear [Candidate Name],

Further to your acceptance of our offer dated [Offer Date], the management of [Company Name] is pleased to appoint you to its services on the terms set out below.

1. Position and duties: You are appointed as [Designation]. Your main duties are described in Annexure B. The management may assign other duties suited to your skills from time to time.
2. Commencement: Your employment begins on [Date of Joining]. Your seniority will be counted from this date.
3. Place of work and transfer: Your initial place of posting is [Work Location]. You may be transferred to any office, branch or associated company in India, with reasonable notice and applicable allowances.
4. Compensation: Your annual CTC is ₹[CTC], made up as per Annexure A. Salary is paid by bank transfer on or before [Pay Day] of the following month.
5. Probation and confirmation: You will be on probation for [Probation Period] months. Confirmation will be communicated in writing; without it, you remain on probation.
6. Leave: You are eligible for [Earned Leave] days earned leave, [Casual Leave] days casual leave and [Sick Leave] days sick leave per year, plus declared holidays, as per the leave policy.
7. Statutory coverage: PF, ESI (if eligible), gratuity and bonus will apply as per law.
8. Termination: After confirmation, either party may end this employment with [Notice Period] notice or pay in lieu. Employment may be ended without notice for proven misconduct after due inquiry as per standing orders.
9. Retirement: You will retire on reaching the age of [Retirement Age] years.
10. Company property: On leaving, you will return the laptop, ID card, documents and any other company property before full and final settlement.
11. Jurisdiction: Any dispute will be subject to the courts at [City].

Please confirm your acceptance by signing and returning the duplicate copy. We look forward to a long association.

Yours faithfully,

CONFIRMATION OF EMPLOYMENT

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Confirmation of Your Employment

Dear [Employee Name],

We refer to your appointment letter Ref. [Appointment Letter Ref.] dated [Appointment Date], under which you joined [Company Name] as [Designation] on [Date of Joining].

Based on the review of your performance, attendance and conduct by [Reporting Manager], the management is pleased to confirm you in the services of the company with effect from [Confirmation Date].

Terms applicable from the date of confirmation