Code of Conduct for Pharma Company

OFFER LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]

Subject: Offer of Employment – [Designation], [Department]

Dear [Candidate Name],

With reference to your application and the interviews held, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name], based at [Work Location]. You will report to [Reporting Manager]. We request you to join on or before [Date of Joining].

1. Compensation

Your annual Cost to Company (CTC) will be ₹[CTC], as detailed below. Statutory deductions such as PF, ESI (if applicable), professional tax and income tax will be made as per law.

LETTER OF APPOINTMENT

Ref. No.:

[Reference Number]

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Employee Name]
[Employee Address]

Subject: Appointment as [Designation], [Department]

Dear [Employee Name],

Further to our offer letter dated [Date] and your acceptance, we are pleased to appoint you as [Designation], grade [Grade], in the [Department] department of [Company Name] at [Work Location], with effect from [Date of Joining], on the following terms.

1. Remuneration: Your annual CTC is ₹[CTC] as detailed in Annexure A. Salary will be paid monthly after statutory deductions including PF, ESI (if applicable), professional tax and income tax.
2. Probation: You will be on probation for [Probation Period] months. Confirmation will be in writing, based on performance, conduct and completion of mandatory GMP training.
3. Duties and training: You shall perform the duties in your job description (Annexure B) and complete all training on your training matrix before performing related GMP activities. Training records must be signed contemporaneously.
4. GMP and data integrity: You shall follow current GMP, approved SOPs and gowning procedures. All records, including batch manufacturing records, analytical data, logbooks and electronic data, must be complete, accurate and recorded at the time of activity. Falsifying, backdating or deleting data, or sharing user IDs, will be treated as gross misconduct.
5. Audits: You shall cooperate fully and truthfully with internal, customer and regulatory audits and inspections.
6. Pharmacovigilance: You shall report any adverse drug reaction, lack of efficacy, product complaint or quality defect that comes to your knowledge to the pharmacovigilance or quality team within one working day, or sooner as SOPs require.
7. Confidentiality: Formulations, master formula records, process validation data, analytical methods, stability and clinical data, regulatory dossiers, vendor and pricing information are trade secrets. You shall not disclose or misuse them during or after employment, and shall return all documents and devices on leaving.
8. Field-force terms (where applicable): Your headquarters is [Work Location]. You shall follow the field working, sample distribution and expense policies, and promote products only as per approved claims and the applicable ethical marketing code. Gifts or inducements to healthcare professionals are prohibited.
9. Working hours and shifts: You may be posted in any shift as per departmental requirement. Overtime, where applicable, will be paid as per law.
10. Transfer: You may be transferred to any plant, office, depot or territory of the company or its group in India.
11. Notice and separation: After confirmation, either party may terminate employment with [Notice Period] notice or salary in lieu. Employment may be terminated for misconduct after due inquiry as per the company's service rules / standing orders.
12. Non-solicitation: For [Number] months after leaving, you shall not solicit company employees or use confidential information to approach company customers.
13. General: You will be governed by the company's policies, including the code of conduct and POSH policy, as amended from time to time.

Please sign the duplicate copy of this letter and the annexures as a token of your acceptance.

We wish you a rewarding career with us.

Yours sincerely,

APPRAISAL LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Employee ID:

[Employee ID]

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

Subject: Annual Appraisal for [Review Period]

Dear [Employee Name],

We are pleased to share the outcome of your annual performance appraisal for [Review Period]. Your overall rating is [Rating].

Performance Highlights

Plant / Quality roles: You completed [Percentage]% of assigned SOP training on time, contributed to the successful [Audit Name] audit with [Number] observations in your area, and handled deviations and CAPAs within timelines. Your documentation practices reflected good data integrity.

Field-force roles: You achieved [Percentage]% of your annual sales target in [Territory], maintained a call average of [Number] and coverage of [Percentage]% of listed doctors, while complying with the company's ethical promotion guidelines.

EXPERIENCE CERTIFICATE

Ref. No.:

[Reference Number]

Date:

[Date]

TO WHOMSOEVER IT MAY CONCERN

This is to certify that [Employee Name], Employee ID [Employee ID], was employed with [Company Name] from [Date of Joining] to [Last Working Day]. At the time of leaving, [he / she / they] held the position of [Designation] in the [Department] department.

Nature of Experience

Plant / laboratory roles: [Employee Name] worked at our [Plant Name], [Work Location], in the [Quality Control / Quality Assurance / Production / Warehouse] department, handling [Dosage Forms, e.g. oral solid dosage and liquid orals]. [His / Her / Their] work included [e.g. analysis of raw materials and finished products using HPLC, GC and dissolution apparatus; review of batch records; line clearance; handling of deviations and change controls] in a GMP environment. [He / She / They] was associated with [regulatory and customer audits] at the site.

Field-force roles: [Employee Name] was based at [Headquarters] headquarters, covering the [Territory] territory for our [Division Name] division in the [Therapy Area] segment, and was responsible for promotion to healthcare professionals, chemist coverage and stockist coordination.

OFFER LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Candidate ID:

[Candidate ID]

To,
[Candidate Name]
[Candidate Address]
[Email Address]

Subject: Offer of Employment – [Designation] ([Grade])

Dear [Candidate Name],

Congratulations! Following our discussions, [Company Name] is pleased to offer you the position of [Designation] at grade [Grade] in our [Department] practice. Your base location will be [Work Location] and you will report to [Reporting Manager]. Your expected date of joining is [Date of Joining].

Compensation

LETTER OF OFFER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]

Subject: Offer for the Role of [Designation] – [Team Name]

Dear [Candidate Name],

It was great speaking with you. We are happy to offer you the role of [Designation] in the [Team Name] team at [Company Name]. You will primarily work on [Product / Client Project] using [Tech Stack], reporting to [Reporting Manager]. Your work arrangement will be [Onsite / Hybrid / Remote] with base location [Work Location], and your proposed date of joining is [Date of Joining].

1. Compensation and Benefits

• Annual CTC: ₹[CTC], including fixed pay, employer PF contribution and gratuity.
• Performance bonus: up to ₹[Amount] per year, based on the bonus plan.
• ESOP: a proposed grant of [Number] options, subject to the company's ESOP plan, board approval and the vesting schedule in your grant letter.
• Equipment: a company laptop with licensed tools / a monthly device allowance of ₹[Amount].
• Health insurance for you and dependants as per policy.

OFFER OF EMPLOYMENT

Ref. No.:

[Reference Number]

Date:

[Date]

Plant:

[Plant Name]

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

OFFER LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Process:

[Process Name]

To,
[Candidate Name]
[Candidate Address]
Mobile: [Mobile Number]

Subject: Offer of Employment – [Designation], [Process Name]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] for the [Process Name] ([Voice / Non-Voice]) process at our [Work Location] centre, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Salary Structure