HR PROCESS WORKFLOW - INDIA
ONBOARDING PROCESS
SELECTION & FEEDBACK
Upon the selection of the candidate HR Talent Acquisition team will compile feedbacks from the
interviewing team and communicate to HR Operations team.
The HR Operations Team would receive a Jira Ticket from the HR Talent Acquisition to process the
candidature with details – Resume, Interview Feedback form mentioning Name, Designation, Department,
Salary to be offered and Date of Joining, Reporting Manager.
The HR Operations would then send email to the candidate. It would be informed to the candidate on call
to submit the documents within 48 hours/ 2 working days.
EMAIL TEMPLATE 1
Dear Candidate,
Hope you are doing well.
As discussed with you, for further processing of the job offer, we would request you send the below
mentioned documents:
1. Last 3 working month’s pay slip showing the last drawn salary.
2. Last 3 working month’s bank statement showing the remittance of the last drawn salary.
3. Appointment/ Appraisal Letter mentioning the last drawn salary.
4. Aadhar Card (scanned colour copy)
5. Permanent and Mailing Address.
Please note that all documents should be
Complete set document with signature - Appointment/ Appraisal Letter
Proper scan in pdf/ Clear Image copy of Document.
Kindly submit all documents within 48 hours, DD/MM/YY by 4 PM.
Thank You
Warm Regards
Name
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Signature Line
Case 1 –
In case the candidate does not respond to the email within 48 hours/ 2 working days the reminder follow
up call and email would go to candidate on the same trailing email.
EMAIL TEMPLATE – 2
SUB – GENTLE REMINDER – JOB OFFER
Dear Candidate,
Hope you are doing well.
Gentle reminder….
As discussed, for further processing of the job offer, we would request you send the documents as
mentioned in the trailing mail.
Kindly treat this email as final reminder to submit all documents within 24 hours, DD/MM/YY by 4 PM.
Thank You
Warm Regards
Name
Signature Line
In case there is no response from the candidate there would be final email send for withdrawal of job offer.
No follow calls would be done here.
EMAIL TEMPLATE - 3
SUB: WITHDRAWAL OF JOB OFFER
Dear Candidate,
Thank you for taking out time for the interview and talking to us. We were waiting to receive the
complete set of documents as was intimated to you vide trailing email. The same has not been received as
yet despite constant reminders and follow ups. We are regretfully closing the offer of you joining our
company.
We wish you all the best for your future endeavours.
Thank You
Warm Regards
Name
Signature Line
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Case 2
In case the candidate responds within 48 hours/ 2 working days then offer letter would be issued to the
candidate.
EMAIL TEMPLATE - 4
SUB: OFFER LETTER
Dear Candidate,
This is in reference to your application for employment in our organization and the discussion we had
recently. We are pleased to offer you the position of Designation - Department.
Please find attached the offer letter. The offer stands valid on the subject to your joining on Date of
Joining, Day at 10 AM.
Also, confirm your acceptance by sending a signed copy of this document.
Thank You
Warm Regards
Name
Signature Line
The candidate accepts offer letter as mail reply.
EMAIL TEMPLATE - 4
SUB: DOCUMENTATION
Dear Candidate,
Hope you are doing well.
As discussed with you, for further processing of the job offer, we would request you send the below
mentioned documents:
Copy of all educational certificates and mark sheets from Class X till date.
Copy of acceptance of resignation letter from last employer.
Copy of Relieving letter & experience certificate from previous employer[s].
Passport size coloured photograph.
Scan copy of PAN Card.
Please note that all documents should be
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Complete set document with signature
Proper scan in pdf/ Clear Image copy of Document.
Kindly submit all documents within 6 days, DD/MM/YY by 4 PM.
Thanks
Name
REFERENCE CHECK
Upon the acceptance of the final offer and completing documentation from the candidate the HR team will
conduct additional background verification checks for the employees through a third party vendor on
their 1) Higher Education/ Professional Qualification 2) Current Employment Verification 3) Permanent/
Residing Address Verification and 4) Pan India Court Record Check ( Criminal records verification
through civil and criminal database check, Police inquiry etc). This is conducted post taking a written
approval from the hired candidate and the copy is shared with Consultant within the first week of the
candidate joining subject to the receipt of all relevant documents from the said employee.
In case of negative feedback on background verification, the feedback is shared with the Department Head
and the Candidate. A clarification and justification is sought from the candidate and appropriate decision
will be taken by Department Head/HR.
Process shall be initiated to conduct background verification for contractual employees also.
Police Verification is not included in background verification but same can been initiated on the basis
requirement and approval from Departmental Head/ Management/ HR.
ON JOINING DATE
On the date of joining, candidate fills the Joining Form and complete all the training from
1. IT Training, HIPPA Training and Laptop Set Up – Support
2. HR Policies and Forms – HR Department
3. Corporate Induction – Marketing
4. Legal – POSH policy, Gender Neutral Policy - Legal
5. Finance – Salary Bank Account Set Up, Tax Declaration, Reimbursement – Account
6. Equipment Policy - Logistics
Post induction the declaration would be taken from the new joinee that he has completed all the
inductions and aware of company’s policies and procedures and HR Processes in appointment letter.
Welcome Card would be send to the new joinee at the end of the day.
Also, IT would check on the laptop and other IT Access to ensure that new joinee is comfortable in
working in his system.
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The appointment letter would be issued to the candidate within 3 days of joining the company.
The HR Operations would handover the candidate to the Reporting Manager next day around 10 AM.
PROBATION PERIOD
The Reporting Manager would give 90 Days project plan and work to the new joinee for clarity during his
probation period.
Post 30 Days the HR and Reporting Manager would confirm to the new joinee on his performance. In case
there is any issues with attendance, punctuality, behavior, teamwork, and performance the Reporting
Manager would provide feedback. The same would be documented.
CONFIRMATION
The candidate would be given a confirmation letter if his performance is good and if not then he would be
given 60 Days / 2 months of extension of probation period.
PERFORMANCE REVIEW
The Performance of every employee is reviewed in an objective and scientific manner every quarter. The
process would be initiated by HR Department as per the cycle in advance so that the individual receives
the increment letter and performance feedback on scheduled timeline. Only exceptional and cases of
leadership team would be taken up to the management.
TERMINATION WHILE ON PROBATION
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Termination could be initiated against a probationer. In case of probationary termination, the
probationer is terminated at the end of the probation period which is 60 days or even earlier because of
his/ her inability to satisfactorily perform his/her job.
Termination – ABSCONDING
Termination can be initiated against the absconding employee. HR will receive the communication from
the Department Head/Reporting Manager in case the employee is absent from work for more than 3
working days without any approval from his/her reporting manager. HR will send the correspondence to
the absconding employee to respond back/report to office within 48 hours, in case the employees doesn’t
respond back, final termination letter email/letter will be issued on 2 days and concerned departments
will be informed to deactivate the credentials.
RESIGNATION:
Incase the candidate resign with 30 days of notice period and the same has been accepted by the
Reporting Manager. The HR Operation would raise Jira ticket to the following –
1. Reporting Manager: To ensure smooth handover within 15 days and documenting the handover
and assisting the reporting manager/ replacement within remaining 15 days.
2. Logistics: The equipment would be insured and shipped to Kolkata Regus Office 5 days prior last
working day. The reimbursement could be claimed by sending the bill copy to finance.
3. Finance: Full and Final settlement amount will be released to the employee within a time period
of 30 days. The confirmation of the full and final amount and processing to ex employee would be
made by Finance Department. Along with last three months salary slip.
4. IT Support: To block Email ID, IT Access.
On completion of the clearance formalities from Reporting Manager, IT Admin, Logistics, Finance the
Human Resource Department would email release and experience letter to the personal email ID of
the resigned employee.
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