Employee Handbook for Manufacturing Company

EMPLOYEE HANDBOOK

Company:

[Company Name]

Version:

[Version Number]

Effective Date:

[Date]

Owner:

Human Resources

1. Welcome and Purpose

Welcome to [Company Name]. This handbook explains how we work and what we expect from each other. It applies to all employees on our rolls in India, including those deployed at client locations. Where a detailed policy exists, that policy will prevail.

2. Working Hours, Shifts and Hybrid Work

• Standard working hours are [Number] hours a day, [Number] days a week, with core collaboration hours of [Timing].
• Project teams supporting global clients may work in shifts; shift allowance and transport are provided as per the Shift Policy.
• Hybrid employees work from office on [Number] days a week as per the Work-from-Home Policy.
• Attendance is recorded on [HRMS / Attendance System].

3. Leave and Holidays

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

APPOINTMENT ORDER

Ref. No.:

[Reference Number]

Date:

[Date]

Employee / Token No.:

[Employee ID]

Category:

[Skilled / Semi-skilled / Unskilled / Staff]

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

Subject: Appointment as [Designation] – [Department], [Plant Name]

Dear [Employee Name],

With reference to your application and the trade test / interview, you are appointed as [Designation] in the [Department] department of our [Plant Name] plant at [Work Location] with effect from [Date of Joining], on the following terms and conditions.

1. Wages: Your gross monthly wages will be ₹[Amount], comprising Basic ₹[Basic Salary], DA ₹[Amount], HRA ₹[HRA] and other allowances ₹[Amount]. You will be covered under PF, ESI (if eligible), statutory bonus and gratuity as per law.
2. Probation: You will be on probation for [Probation Period] months. On satisfactory completion you will be confirmed in writing.
3. Standing orders: You will be governed by the certified standing orders / service rules of the company, a copy of which has been given to you, and by any settlement in force.
4. Shifts: You may be required to work in General, A, B or C shift on rotation as per the shift schedule displayed on the notice board, with a weekly off as per roster.
5. Overtime: You shall work overtime only when authorised in writing by your supervisor. Overtime will be paid at the rate prescribed by law and within legal limits.
6. Attendance: You shall punch attendance at the start and end of each shift. Late coming, early leaving and unauthorised absence will be dealt with as per standing orders.
7. Safety: You shall attend safety training, wear the PPE issued to you, follow lock-out tag-out and machine safety procedures, and report accidents, near-misses and unsafe conditions immediately. Removing guards or operating machines without authorisation is prohibited.
8. Medical: Your appointment is subject to a pre-employment medical examination, and you shall undergo periodic medical check-ups where required.
9. Plant discipline: You shall carry your identity card, follow gate pass procedures for any material, and not bring alcohol, tobacco, drugs, matches or prohibited items into the premises.
10. Transfer: You may be transferred to any department, shift or plant of the company.
11. Separation: After confirmation, either party may end employment with [Notice Period] notice or wages in lieu. Retirement age will be [Retirement Age] years. Termination for misconduct will be only after inquiry as per standing orders.

Please sign the duplicate copy as acceptance. The contents of this letter have been explained to you in [Language].

Yours faithfully,

PERFORMANCE APPRAISAL LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Employee ID:

[Employee ID]

Plant:

[Plant Name]

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

Subject: Annual Performance Appraisal – [Review Period]

Dear [Employee Name],

We appreciate your efforts in the [Department] during [Review Period]. Based on the review by your Section Head and Plant Head, your performance rating is [Rating].

Key Results

ACCEPTANCE OF RESIGNATION

Ref. No.:

[Reference Number]

Date:

[Date]

Token / Employee ID:

[Employee ID]

Department:

[Department]

To,
[Employee Name]
[Designation], [Department]
[Plant Name]

Subject: Acceptance of Your Resignation

Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. The Management has accepted your resignation, and you will be relieved from the services of the company at the end of your shift on [Last Working Day]. Notice (retain one): (a) You will serve the notice period of [Notice Period]. (b) The notice period has been waived. (c) Wages in lieu of the unserved notice will be adjusted as per the standing orders.

Before Your Last Working Day

1. Hand over your machine, line or shift responsibilities, log books and pending work to [Handover Person] under the supervision of [Reporting Manager].
2. Return all items issued to you: tools ([Tool List]), PPE, uniforms, locker key, token / ID card and any material in your custody.
3. Obtain clearance signatures from Stores, Safety, Canteen, Accounts and your department on the clearance form.
4. Settle any advance or loan balance as per records.

RELIEVING LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Token / Employee ID:

[Employee ID]

Category:

[Skilled / Semi-skilled / Staff]

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

Subject: Relieving from Service

Dear [Employee Name],

With reference to your resignation dated [Date of Resignation] and its acceptance, you are relieved from the services of [Company Name], [Plant Name], [Work Location], at the end of your shift on [Last Working Day].

Clearance

LEAVE POLICY – PLANT

Company / Plant:

[Company Name] / [Plant Name]

Version:

[Version Number]

Effective Date:

[Date]

1. Purpose

To set clear, fair leave rules for all plant employees while maintaining safe manning of every shift.

2. Scope

Applies to all workmen, supervisors and staff on the rolls of [Plant Name]. Contract workers are covered by their contractor's leave arrangements as per law.

3. Leave Types

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.