HR Managers

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2009byAxisConsultancy Version:1.0 Thematerialsthatappearinthisbook,otherthanthosequotedfrompriorsources,maybe Reproducedforeducational/trainingactivities.Thereisnorequirementtoobtainspecial permissionforsuchuses.Wedo,however,askthatthefollowingstatementappearonall reproductions: Thispermissionstatementislimitedtoreproductionofmaterialsforeducationalortraining events.Systematicorlargescalereproductionordistributionorinclusionofitemsin publicationsforsalemaybecarriedoutonlywithpriorwrittenpermissionfromthe publisher. Publishedby:AxisPress 166/2WestArjatPara Tejgoan,Dhaka www.axisbd.org CoverdesignbyAxis
LetterFormatsforHRManagerbyKMMahmudHasan
Introduction
DearAll Thanksfrodownloadingandreadingthisbook.Asthisletterhassomecommonformatsand uses,IdecidedtofreedistributeamongtheHRpersonalsandwanttobeHRpersonal. IindenttoincludethemostcommonlyusedlettersbytheHRManagers.Mostoftheletters arealreadypublishedinmywebsiteandwww.mahmudhasan.com.Ifyouthinkyouneed moreletterspleasevisitmywebsiteforthat. Ifyouthink,thereneedsomechangesoryouwanttoincludeyourletterformatwiththe nextversionofthisbook,pleasesendmetomailme@mahmudhasan.comandIwillreview andincludeintheversionofthebook. Twonewbooksofmineareonthewaytopublished.Alas!thosearenotfree. TrainingandDevelopmentHandbook EncyclopediaforHRManager Foranytypeinquiry,pleasecontactme. Thanks KhanMohammadMahmudHasan Cell:01714087897 Email:mailme@mahmudhasan.com Web:www.mahmudhasan.com
TableofContent
ConfirmationLetterFormat.................................................................................................................... 5 ExperienceLetterFormat01 .................................................................................................................. 6 ExperienceLetterFormat02 .................................................................................................................. 7 ExperienceLetterformat03 ................................................................................................................... 8 ExperienceLetterformat04 ................................................................................................................... 9 ExperienceLetterFormat05 ................................................................................................................ 10 ResignationLetterAcceptanceSample ................................................................................................ 11 RelievingLetterFormat......................................................................................................................... 12 TerminationLetterSample01 .............................................................................................................. 13 TerminationLetterSample02 .............................................................................................................. 14 TerminationLetterSample03 .............................................................................................................. 15 TerminationLetterSample04 .............................................................................................................. 16 InterviewCallLetter.............................................................................................................................. 17 LetterofInitialOffer ............................................................................................................................. 18 LetterofRegret..................................................................................................................................... 19 ReferenceCheckLetter......................................................................................................................... 20 ReferenceCheckForm .......................................................................................................................... 21 MobileAllotmentLetter ....................................................................................................................... 22 LetterofAppointmentforSenior/Middle/JuniorManagement ......................................................... 23 LetterofPerformance(Increment)1 ................................................................................................. 26 LetterofPerformance(Increment)2................................................................................................. 27 LetterofPerformance(Promotion) ...................................................................................................... 28 LetterofTransfer .................................................................................................................................. 29 LetterofAppointmentManagementTrainee ................................................................................... 30 LetterofAppointmentGraduateEngineerTrainee/DiplomaEngineerTrainee ................................ 32 LetterofConfirmationManagementTrainee .................................................................................... 34 LetterofAppointmentAdvisors/Consultants .................................................................................... 37 LetterofEmpanelmentasExecutiveSearchAgent.............................................................................. 39
Confirmation Letter Format

[DATE] NAME DESIGNATION DEPARTMENT Dear[NAME], Sub:Confirmation Consequenttoyoursuccessfulcompletionofyourprobationperiod,youwillbehappytonotethat youwillbeconfirmedtotheservicesofouresteemedCompanyeffective[DATE].Intermsofthe appointmentorder,youhaveundergonetheProbationperiodofOneyearfromthedateofjoining i.e.[DATE],whichclosedattheclosinghours[date].Onreceivingthesatisfactoryreportsfromyour superiors,themanagementwishestoconfirmyourservicesandyourtermsofemployment;other conditionswouldremainsameaspertheorderduringyourtenureofservicewithourorganization. Beingaconfirmedemployee,theorganizationanticipatesfurtheroutstandingworksfromyouand weferventlyhopethatyouwillkeepuptheexpectation. Wewishyouverybestofluckinyourcareerwithourorganization. Thankyou, For[COMPANYNAME] AuthorizedSignatory
Experience Letter Format 01

TOWHOMITMAYCONCERN Thisistocertifythat__________wasemployedwithusasa_______________________inthe InformationTechnologydepartment,fromAugust6,2006toAugust7,2007. Duringtheperiodofhisassignment,wefoundhimsincere,hardworkingandakeenlearner. Wewishhimallthebestinhisfutureendeavors. For_____________________

Towhomsoeveritmayconcern ThisistocertifythatXXXXXXXXisworkingwithourorganizationinacapacityasSr.Technical RecruitersinceXXXXXXXtilldate. Duringhertenurewithuswefoundhertobequitehardworking,sincereandresultorientedperson. AsaSr.TechnicalRecruiterfewofherresponsibilitiesare: HandlingfulllifecyclerecruitmentofhighprofileITprofessionalsinvariedindustries. Responsibleforcoordinatingandmentoringwiththeteammembers Recruitpermanent/contractcandidatesforvariousprojectswithFortune200andlargeITservices providers. Responsibleforsourcing,prescreening,conductingpersonalandtechnicalinterviews,checking references,negotiatingsalariesandpayratesandotherlegalprocessinrecruitmentetc. Sincetheinceptionofherappointmentshehasbeentakingtheassignmentsasachallengeby implementingcontinuousimprovementstrategy.Shehasbeenaverydedicatedindividualwhohad absolutelynovanityinspiteofherhighaccomplishmentsandprofoundknowledgeinherfield. Duetoherskills,commitmentandcontinuedhardwork,wewishhersuccessinherambitions. ForXXXX XXXXX HRManager
Experience Letter format 03

[date] TOWHOMSOEVERITMAYCONCERN ThisistocertifythatMr.KXXXXXXXXXhadbeenassociatedwithourorganisationasCONSULTANT( MANAGEMENTTRAINEE)fortheperiodfrom27102009to11082009. WefoundMr.XXXXXXXXXiseffectiveindischargingresponsibilitiesassignedtohim. Duringhistenurewithusfortheaboveperiod,wefoundhimefficient,hischaracterandconduct weregood. Wewishhimsuccessinhisfutureassignment. XXXXXXXXXXXXXX. XXXXXXXX
Experience Letter format 04

[date] TOWHOMSOEVERITMAYCONCERN ThisistocertifythatMr.XXXXXXXXXXhadbeenassociatedwithourorganisationasXXXXXXXXXXX fortheperiodfrom01041997to31081998. WefoundMr.XXXXXXXXXXiseffectiveindischargingresponsibilitiesassignedtohim. Duringhistenurewithusfortheaboveperiod,wefoundhimefficient,hischaracterandconduct weregood. Wewishhimsuccessinhisfutureassignment. XXXXXXXXXXXXXX XXX

June31st,2008
ToWhomsoeverItMayConcern
ThisistocertifythatMs.AwasemployedwithourCompany(nameofcompany)from___to__asan ____(Designation)foraperiod of_______years HermajorresponsibilitiesincludedworkingonHumanResourcelikeJoining&Separation formalities,AttendanceManagement,InductionPrograms,AppointmentLetter&Confirmation,Job Portals,Administration,MaintainingPersonalfilesofEmployees,EmployeeRelation. HerExposureintheseareasisverygood.Duringhertenurewithus,sheablyhandledmajor responsibilitiesandfoundhertobehardworkingandveryproductive. Wehavefoundhertobeselfstarterwhoismotivated,dutybound,andahighlycommittedteam playerwithstrongconceptualknowledge. Weat(companyname)wishherallsuccessinherfutureendeavors For(CompanyName) Name Manager{HumanResource}
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Resignation Letter Acceptance Sample

[date] To, Mr.XXXXXXXXXXXXX Weareinreceiptofyourresignationletterdt.XXXXXXXXandconfirmacceptanceofthesamewith effectfromXXthAugustXXXX.PleasenotethatthelastworkingdayisXXthAugustXXX. KindlyhandoverthechargetoXXXXXXXXXXX,Consultant(Sales&Admn.).Pleaseinformyour addressforfuturecorrespondenceregardingsettlementofyouraccount. Regards, forXXXXXXXXXXXXX XXXXXXXXX
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Relieving Letter Format

Mr. Sub:RelievingLetter Dear, ThishasreferencetoyourresignationletterdatedXXXXXXXXfromtheservicesofthecompany. Inthisrespectwewouldliketoinformyouthatyourresignationfromtheservicesofthecompany hasbeenacceptedandyouwillberelievedw.e.f.2007ontheclosingofworkinghours. Wewishyouallthesuccessinyourfutureendeavors. ALLTHEBESTTOYOURCAREER. Yourstruly,
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Termination Letter Sample 01

[date] DearMr.[name] Sub:LetterofTermination Wewouldliketobringyournoticethatwehavecomeacrossthefollowinglapseswhichinvitevery seriousadministrativeactionasperyourtermsandconditionsofemployment. 1)Notreportingtodutiessince28thMay,2008withoutinformation. 2)Negligencetoreplyourcontinuousandfrequentcommunications. Though,wegaveyouseveralwarningsinordertoissueampleopportunitytocorrectyourselves,you didnotputyoureffortstoadopttherightways. Afterobservingforalongtimeandissuesseveralwarnings,wedonothaveanyotheralternate actionbuttoinitiateactionandweareconstrainedtoterminateyourserviceswitheffectfrom November1,2008.ThisletteristobetreatedasNoticeperiodofyourtermination.Yourservicesto ourorganizationwouldceaseattheclosinghoursof1stdayofNovember2008. Youwillnotbeentitledforthesalaryandotherbenefitswitheffectfromthedayyouareabsent withoutnotice,whichpleasenote. Thankyou yoursfaithfully For[company] AuthorizedSignatory
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[EmployeeInformation] DearMr.[FIRSTNAME] Inviewofsalesrestrictionin[Place],themanagementfeltthatyourservicescanbedispensed with..... Wethereforegiveyouterminationnoticefromtodayandyourserviceswillbefullyterminatedat theclosinghoursof31stDecember2008. Werequestyoucompleteallthependingworksbeforethesaiddate Thankyou
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Date:1stAugust2007 ToMr.ABC Sub:LongAbsencefromWork DearABC, Thisiswithreferencetoyourlongabsencefromworkandnotreportingfordutysince11thJuly 2007. Youhavetakensickleave,butnowyouarenotrespondingtoourcallsandneitheryouare contactingus.Wearenotreceivinganyintimationfromyourside,whichprovesbeyonddoubtthat youarenomoreinterestedinperformingyourdutiesandresponsibilities. Youarerequiredtointimatethereasonofyourabsence,eithertelephonicallyorpersonallywithin3 daysi.e.before3rdAugust200andalsoSubmitaMedicalCertificatebeforethecloseofbusiness hoursonMonday6thAugust2007,failingwhichtheorganizationwillbeliabletotakeanyaction againstyou,whichincludesterminationfromservice. Withbestwishes, Yourssincerely, NameofHRpersonnel HumanResourcesDepartment AuthorizedSignatory Date:1stAugust2007 Place:
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Date:9thAugust2007 ToMr.ABC Subject:TerminationfromService DearABC, Thisiswithreferencetotheearlierlettersenttoyouon1stAugust2007. Sinceaspertheabovereferredletter,youwererequiredtointimatethereasonofyourabsence, eithertelephonicallyorpersonallywithin3daysi.e.before3rdAugust2007andalsoSubmita MedicalCertificatebeforethecloseofbusinesshoursonMonday6thAugust2007,failingwhichthe organizationwouldterminatefromservice. Wehavetilldatenotreceivedanyintimationfromyourside,whichprovesbeyonddoubtthatyou arenomoreinterestedinperformingyourdutiesandresponsibilities.Takinginviewoftheabove factsandcircumstanceswehavedecidedtoterminateyourservicesw.e.f11thJune2007,yourlast dateofpresenceat[OrganizationName.] Thankingyou, Yourssincerely, NameofHRPersonnel HumanResourcesDepartment AuthorizedSignatory Date:9thAugust2007 Place:
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Interview Call Letter

Date <Nameofthecandidate> <Address> DearMr./Ms.______, Thishasreferencetoyourapplication,indicatinginterestinseekingemploymentwithourcompany. Wethankyouforthesame. Wewouldliketopersonallymeetyouforadiscussionon___________at__________atthe followingaddress:__________________________________________________ _____________________ Wehopethistimeandvenueissuitabletoyou.Ifitisnot,werequestyoutogetintouchwith Mr._________indicatingsuitabledateandtimeforthesame. Thecompanywillreimburseyoutheexpensesincurredbyyouforthismeeting.Asperour guidelines,youwillbeentitledto2ndclassA.C.toandfrotrainfare/Yclassairfare. Weareenclosingourcompanyapplicationformandrequestyoutofillthesameandbringitalong withyouwhenyoucomeforthisvisit.Thiswillfacilitatetheinterviewprocess. Tohelpuscoordinatethismeetingeffectively,werequestyoutoconfirmtousyouravailabilityfor thismeetingeitherbyfaxoronphone.Ourfaxno.is___________andourboardtelephoneno.is 912266601100.KindlyaskforMr.________whowillbeyourcontactpersonthroughoutthe process. Welookforwardtomeetingyou. KindRegards, <NameoftheManager> <Designation> <Company>
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Letter of Initial Offer

Date <Nameoftheselectedcandidate> <Address> DearMr./Ms.............., Welcometo(OrganizationName)! Itgivesusgreatpleasuretooffertheroleof_____________,forwhichyouinterviewedwithus. Thisjob,asexplainedtoyou,isintheManagementGrade______ofourcompany.The compensationandotherbenefitsthatyouwouldbeentitledtoarestatedintheenclosuretothis letter.Werequestyoutogothroughthesameandreturntheenclosedduplicatecopyofthisletter inacceptanceofthesame. Accordingly,wewillarrangetoissuetoyouadetailedletterofappointmentonthedateofyour joiningus,whichweagreedbetweenuswillbeanydayonorbefore________. Therole,inwhichyoujoinus,isaveryimportantonewhichwillentaildealingwithimportantand sensitiveinformation,recordsandsuchothermattersofthecompany.Youwill,therefore,be requiredtosignaCodeofConductandSecrecyAgreementofourcompanyatthetimeofyour joiningthecompany. Welookforwardtoyoujoiningourteam.Wearesurethatyouwillhaveabrightcareerwithour company. Wetakethisopportunitytowelcomeyouandyourfamilyintothefoldsofourcompany. KindRegards <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Regret
Date <Nameofthecandidate> <Address> DearMs/Mr.<name>, Thishasreferencetothemeetingwehadon____________. Weappreciateyourtakingtimeofftomeetusat________.Wehaddetaileddeliberationswith referencetoyourprofilewithourrelevantmanagersAtpresent,wedonothaveasuitableposition matchingyoursincerityandexperience. Wearethereforeunabletoofferyouanimmediateplacementinourcompany.Positionsmatching yourprofilearelikelytocomeupinthefuture.Wehavethereforeplacedyourprofileonourdata bank.Wewill,attheappropriatetime,getintouchwithyoutoreevaluateyourinterest. Wetakethisopportunitytowishyougoodluck. BestRegards, <NameoftheManager> <Designation> <Company>
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Reference Check Letter

StrictlyConfidential
Date <Nameofthecompany/referredperson> <Designation> <Address> DearMr.,Ms.________, WeareindiscussionwithMr._____________andweareevaluatinghissuitabilityforplacementin ourorganizationas___________. Inthecourseofhismeetingswithus,hesuggestedthatwecouldseekemploymentreferencefrom youconsideringthathehasworkedinyourorganizationbetween_________and__________. Wehaveaformtofacilitateeasycapturingofyourinformation.We,therefore,requestyoutofill thesameandreturnittousintheselfaddressedenvelope. Weassureyouofholdingtheinformationprovidedbyyouinstrictconfidence.Shouldyoupreferto givethisinformationoverphoneinsteadoffillingit,youcancontactMr.____________ontelephone no.__________. ThankingYou, BestRegards, <NameoftheManager> <Designation> <Company>
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Reference Check Form

YourName: CompanyName: CompanyAddress: ContactNo.s: Nameofthecandidate: EngagementtenurewithyourCompany: DateofjoiningyourCompany: Dateofleavingyourcompany: Lastpositionheld: Whatbusinessisyourcompanyinvolvedin? Pleasedescribeyourreportingrelationshipwiththecandidate.Ifnone,then,inwhatcapacitydid youobservethecandidateswork? WhatwasthereasonforthecandidateleavingyourCompany? Whatwerethekeyresponsibilitiesofthecandidateinhis/hermostrecentposition? Didthecandidatehaveanydirectreports?Ifyes,howmany?Whatweretheirroles? Tellusaboutthecandidatesmostrecentcontributionstotheachievementofyourcompanys missionandgoals? Describethecandidatesrelationshipswithhis/hercoworkers,reportingstaffandsupervisors Whatwashis/herattitudeandoutlookthathebroughttotheworkplace? Describethecandidatesproductivity,commitmenttoqualityandcustomerorientation. Whatarethecandidatesmostsignificantstrengths? Whatarethecandidatesmostsignificantweaknesses? Whatisyouroverallassessmentofthecandidate? Wearehiringthiscandidateat<position>.Wouldyourecommendhim/herforthisposition? Wouldyourehirethiscandidate?Whyorwhynot? Arethereadditionalcommentsyoudliketomake? Thankyoufortakingoutyourvaluabletimeforus!
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Mobile Allotment Letter

<Date> To:<Nameoftheemployee> Company:<Name> Dear<Firstnameofemployee>, Itgivesusimmensepleasuretowelcomeyouintoourfold. Toensurethatweareconstantlyintouch,wehaveassignedthishandsettoyou.Please acknowledgereceiptoftheMobileNOKIA__________colour,Sr.No.___________alongwith chargerandinstruction/usagemanual,whichisbeingallottedforuse,bytheCompany. Yourmobileno.is_______________________ Onreceiptofthemonthlybill,youarerequestedtoidentifyallpersonalcallsandsubmitacheque forthatamounttotheAccountsDept.alongwiththebill.Thishastobedulyapprovedbyyour manager. Toknowmoreinformationaboutpaymentofongoingbillsandsuchotherrelevantissues,please visitourwebsiteandaccess______. Incaseofloss/damageofthehandset,youshallberequiredtoreplacethehandsetatyourown cost. AtthetimeofleavingtheservicesoftheCompany,youwillhavetoreturnthishandsetandsim cardtotheundersigned/UnitHRoftheCompanyalongwiththecompleteaccessoriesgiven. __________CHRReceived UnitHR__________ CC:HR/PersonalFolder AccountsDept.
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Letter of Appointment for Senior /Middle/Junior Management

<Date> <Nameoftheemployee> <Address> Dear<Firstnameoftheemployee> Thishasreferencetothediscussionsyouhadwithus.Wearepleasedtoofferyouthepositionof _________________atlevel___________inthemanagementcadreofourCompany,onthe followingtermsandconditions: 1.BasicSalary:BDT._________/(Taka______only)perannum.Youwillbeentitledtofurther reviewofyourcompensationasperthecompanypractice.Thiswillbelinkedtoyourperformance andwillbeatthediscretionofthemanagement. 2.H.R.A./Accommodation:60%ofyourbasicsalarywillbepaidtoyouashouserentallowance.If youareprovidedacompanyaccommodation,thesamewillberegulatedbytherelevantpolicy,for whichyoumayreferourCompanyLeasedAccommodation(C.L.A.)policyonour___________site. 3.SpecialAllowance:BDT._________/(Taka______only)perannum. 4.FoodCoupons:YouwillbeentitledtofoodcouponsworthBDT._____/permonth.Youmay choosetooptoutofthis,forwhichyouneedtoindicateyourchoicetoyourHRmanager.Fordetails wherethesecouponsareapplicable,youmayreferourdirectoryonour_______site. 5.LeaveTravelAssistance:BDT.___________/(Taka_______only)perannumforeachcompleted yearofserviceaspertherules,payableonayearlybasis. 6.DomiciliaryMedicalExpenses:Tk..15000/(TakaFifteenThousandonly)perannumforeach completedyearofserviceaspertherules,payableonamonthlybasis. 7.Hospitalization:YouwouldbecoveredundertheCompanysHospitalizationscheme.Fordetails youmayreferourHospitalizationpolicyonour________site. 8.ProvidentFund:TheCompanywillcontribute12%ofyourbasicsalarytowardsProvidentFund. Similardeductionwillbemadefromyoursalary. 9.Superannuation:Ifyouindicatespecificdesiretodoso,theCompanywillcontribute15%ofyour basicsalaryperannumtowardssuperannuationfundtillyouattaintheageof58yeaBDTThe benefitsofthiscontributionwillbemadeapplicabletoyou,totallyinaccordancewiththetermsof thescheme.PleaserefertoMr._______forfurtherinformationonourCompanySuperannuation Program. 10.Gratuity:Youwillbeentitledtoanequivalentof15daysofyourlastsalarydrawnforevery completedyearofserviceasperthetermsofthescheme,subjecttoamaximumofBDT3,50,000/ (Eligibilityafter5yearsofcompletedservice).
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11.CorporateAttire:YouwillhaveachoicetoselectcorporateattireworthBDT________/from theoptionsprovidedbytheCompanyeveryyear.Ifyouindicateyourdesiretooptforthisscheme, theCompanywillcontribute50%ofthisamountandthebalancewillbedeductedfromyoursalary. Formoredetails,youcanreferourCorporateAttirePolicyonour_________site. 12.a)Thisorderofappointmentcanbeterminatedoneithersidebygivingthreemonthsnoticeor paymentofsalary(basic)inlieuthereof. b)TheCompanyreservestherighttoterminateyourserviceswithoutassigninganyspecificreason whatsoeverforsuchterminationbygivingyoua3monthsnoticeinwritingoranequivalentof3 monthssalaryinlieuthereof. c)TheCompanyalsoreservestherighttoterminateyourserviceswithoutanynoticeorsalaryinlieu thereofonthegroundsofmisconduct,oreveninthecaseofreasonablesuspicionofmisconduct, disloyalty,commissionofanyactinvolvingmoralturpitude,oranyactofindisciplineorinefficiency orforlossofconfidence. 13.Initially,youwillbepostedat___________andreportto___________oranyotherperson nominatedbythecompany.However,yourservicescouldbetransferredtoanyotherDepartments /Divisions/FactoriesoftheCompany,anywhereinBangladesh.Notwithstandingyourinitial appointmentinthisCompany,yourservicesmaybeassignedbytheCompanytoanyotherCompany ofthe(OrganizationName)Group.Youmayalsobeassignedsuchotherdutiesasmaybecome nec(OrganizationName)yatthediscretionoftheManagementinanyBranchorOfficeofthe Companyand/oritssubsidiariesortoanyofitsotherAssociateCompanies. 14.Thisappointmentissubjecttoyourbeingmedicallyexaminedandfoundfit.TheManagement hastherighttogetyoumedicallyexaminedbyanyqualifiedmedicalpractitionerduringthetenure ofyourservice.Incaseyouarefoundmedicallyunfittocontinuewiththeassignmentforwhichyou havebeenemployed,youwillloseyourlienonthejob. 15.Thisappointmentisalsosubjecttoasatisfactoryreportfromyourformeremployers,basedon thereferencesgivenbyyou. 16.YouwillautomaticallyretirefromtheserviceoftheCompanyonattainingthesuperannuating ageof58yearsYouwillbeexpectedtoprovideacceptableevidenceofyourdateofbirthatthetime ofjoiningthecompany. 17.Allotherstandardandgeneralrules,practicesandpoliciesoftheCompanyasexistingnowand whichmaybeamendedfromtimetotimewillbeapplicabletoyouandyouwillbeexpectedto abidebythesame. 18.IntheeventoftheState/CentralGovernmentenactinganylawconferringthesameorsimilar benefitsasextendedtoyouunderthisletter,youwouldbeentitledtosuchbenefitswhicharemore beneficialofthetwo,butnotboth.Thisshallbeatthediscretionofthemanagement. 19.Youarerequiredatalltimestomaintainthehighestorderofdisciplineandsecrecyasregards theworkoftheCompanyand/oritsSubsidiariesorAssociateCompanies,incaseofanybreachof discipline/trust,yourservicesmaybeterminatedbythecompanywithimmediateeffect.Youare alsorequiredtosigntheSecrecyAgreementuponyourjoining.Allinventions,improvements, discoveriesmadebyyoueitheraloneorwithotherpersons,willbecomethesolepropertyofthe
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company.Youwillensurethatpatentprotectionsareobtainedforsuchinventions/improvements anddiscoveriesinBangladeshorelsewhereandassignthesametothecompany. 20.Youarerequiredtodevoteyourtotalattentionandabilitiesexclusivelyforthebusinessofthe Company.Youwillrespect,obeyandconformtoalltheregulationsfromtimetotimeframedand issuedbytheCompanyandmadeapplicabletoyou.Youshallnot,whileintheemploymentofthe Company,beengagedinanyotheremployment,conductbusinesswhatsoeverorholdanyofficeof profitoracceptanyotheremolumentswithoutpreviousconsentinwritingoftheCompany.Breach ofthisconditioncouldleadtoimmediateterminationwithoutnotice. 21.Duringthecourseofyouremploymentandifthenatureofyourbusinesssorequires,the CompanymaysendyouforspecializedtrainingwithinBangladeshoroverseasinordertoenableyou toperformmoreeffectively.Insuchaneventyouwillberequiredtoexecuteatrainingbondwith theCompany. 22.Thisofferofemploymentisbasedontheinformationfurnishedinyourapplicationfor employment.If,atanytimeinfuture,itcomestotheknowledgeofthemanagementthatanyofthis informationisincorrectoranyrelevantinformationhasbeenwithheldthenyouremploymentbased onthisletterofappointmentisliabletobeterminatedwithoutnoticeoranycompensationinlieu thereof. 23.Theemoluments/benefitsduetoyouwillbeliable/subjecttotaxinaccordancewiththe provisionsoftheIncomeTaxActandRulesmadethereunderasalsootherapplicablelaws,ifany,as maybeinforcefromtimetotime. 24.TheCompanylaysemphasisonallstatutorycompliancesandyoushouldensurecompliancewith variousstatutesinyourareaofoperationsincludingInsiderTradingRegulations. 25.Yourappointmentiswitheffectfromthedateofjoining,whichshouldinanycasebenotlater than___________________. Kindlysignthecopyofthisletterindicatingyouracceptanceoftheabovetermsandconditionsof thisappointmentandreturnthesametous. Whilstwelcomingyoutothe(OrganizationName)Group,wewishyougoodluckandaverybright careerwithus. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Performance (Increment) - 1

October31,2006 <Name> <Company> <EmployeeNumber> Dear_______ Congratulations! Yourperformanceduringtheyearwasexemplary!Youwereratedas______byyourmanager. Accordingly,wehavedecidedtoupwardreviseyourcompensationandincreaseyourCTCbyBDT ___________w.e.f.__________. AonetimeperformanceawardofBDT________isalsobeinggiventoyou. Whilstappreciatingyourdedicationandperformance,welookforwardtoyoursustained performanceintheyearaheadandwishyouabrightcareerwithourcompany. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Performance (Increment) 2

October31,2006 <Name> <Company> <EmployeeNumber> Dear_______, Wetakethisopportunitytothankyouforyourvaluablecontributionstoourbusinessperformance duringtheyear________. WhilefixingyournewCTC,wehaveconsideredyourperformanceintherolewhilstalsomaking marketcorrectionthatmayberequiredbasedonourreviewofcompensationincomparable companies. YourrevisedCTCfor________effective_______isBDT________/whichcomprisesof: BDT________asafixedcomponentofthepayplan,and BDT_______asavariablecomponentofthepayplanwhichislinkedtoyourperformance. YouwillalsobepaidBDT______asaonetimeperformanceawardonthebasisofthisassessment andthatofthecompanyperformance. Theyearaheadisgoingtoposeseveralchallenges.Thisnec(OrganizationName)ilywilldemand exceptionalperformancefromallofustosustainourleadershipcontributions.Weareconfident thatyouwillrisetothischallengeandpoolinyourenergies,competenciesandcommitmentto achievefurtherheights. Wetakethisopportunitytothankyourfamilyforhavingsupportedyoutodeliveryourbestin____ ____. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Performance (Promotion)

October31,2006 <Name> <Company> <EmployeeNumber> Dear_______, Congratulations! Basedonyoursustainedperformanceovertheyearsandourassessmentofyourreadinesstotake uphigherresponsibilities,wearepleasedtopromoteyouas_______________andplaceyouinthe level________ofourcompany. Accordingly,yourcompensationisrevisedw.e.f.______andyourCTCwillnowbe________which willcompriseof: BDT________asafixedcomponentofthepayplan,and BDT_______asavariablecomponentofthepayplanwhichislinkedtoyourperformance. YouwillalsobepaidBDT______asaonetimeperformanceawardonthebasisofthisassessment andthatofthecompanyperformance. Weareconfidentthatyouwilldischargeyournewresponsibilitieseffectivelyandredeemourtrust inyou. Wetakethisopportunitytothankyourfamilyforhavingsupportedyoutodeliveryourbestin____ ____. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Transfer
17thOctober2006 <Name> <Company> DearMr._____________ Thishasreferencetothediscussionwehadwithyouregardingyourmoveto _________as_____________.Themovewillbeeffective_________andyourservicesinthis assignmentwillbedeemedtobecontinuous,withoutanybreak. Witheffectfrom1stJanuary2004,youaretransferredonacontinuousservicebasisfrom<xyz>to (OrganizationName)OilLtd.Weconfirmthat,youwouldbedeemedtohavebeenincontinuous servicewith(OrganizationName)OilLtd.withoutbreak.Privilegeleaveandotherstatutorybenefits enjoyedbyyouwouldcontinuetoaccruetoyoutakingintoaccountthedateofyourjoiningCAIRS (ComputerAidedInformationandResearchServices)Pvt.Ltd. Pleasereturntheduplicatecopyofthisletterdulysignedbyyou,asatokenofyouracceptance. Wewishyouallthebestforyourfutureassignments. Yoursfaithfully, ForCAIRS(ComputerAidedInformationandResearchServices)PvtLtd. <Name> <Designation> Wehavepleasureinconfirmingtheabovearrangement.Youwillcontinuetobegovernedby (OrganizationName)StaffRegulationsinforce. Yoursfaithfully, For(OrganizationName)OILLTD <Name> <Designation>
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Letter of Appointment Management Trainee

October312006 <Name> <Address> Dear<Firstnameofemployee>, Furthertotheinterviewyouhadwithus,wearepleasedtoappointyouasManagementTraineein ourorganization. Thetermsandconditionsgoverningyourtrainingaregivenbelow: 1.Trainingperiod: Youwillbeontrainingforaperiodof9monthseffectivedateofstartingofthisprogram,whichwill beindicatedtoyou. 2.ConsolidatedStipend AsumofBDT_______/(Taka___________only)permonthwillbepaidtoyouasstipend. Youwillnotbeentitledtoanyotherbenefits,apartfromtheabove. 3.Noticeperiodduringtraining TheCompanyreservestherighttoterminateservicesoftraineesongroundsofmisconductor breachofthetermsandconditionsoftheUndertakingtobefurnishedbythetraineeasperclause6 ofthisletterand/orviolationofanyrulesandregulationsorstandingordersoftheCompanyby givingsevencalendardaysnoticeoruponpaymentofstipendinlieuthereof. 4.Posting: InitiallyyouwillbepostedatMumbai.Howeverduringthisperiodoftraining,youcanbetransferred toanyotherdepartment/divisionofthecompany,anywhereinBangladeshoroverseas.Youmay alsobeassignedsuchotherdutiesasmaybenec(OrganizationName)yatthediscretionofthe management,inanybranchorofficeofthecompanyand/oritssubsidiariesorassociatecompanies. 5.YouwillberequiredtosignanUndertakingcumIndemnityBond/Agreementonjoining. 6.Thisappointmentissubjectto: a)YourhavingsecuredacertificateofcompletionasdeclaredbyyourInstitution/University. b)Yourbeingexamined&foundmedicallyfit.(Pleasehaveyourselfmedicallyexaminedbyageneral physician,asperthestandardexaminationlistenclosedandifreferredfurtherbyanyspecialist.The samewouldhavetobefilledinandcertifiedbythephysicianandsenttousdirectlyby_____(date).
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Thefeesincurredforthesamewouldbereimbursedonyoujoining). 7.Yourperformancewillbereviewedperiodicallyduringthetrainingperiod.Ifyourperformance doesnotmeetwiththerequirementsofthetrainingprogram,yourtrainingperiodwouldbe extendedbyamaximumofsixmonthswithaninterimreviewafterthreemonths. 8.Onsuccessfulcompletionoftraining,basedonyourperformanceduringandattheendofthe trainingperiod,youwillbeconfirmedintheservicesoftheCompanyintheappropriatecadre dependingonsuitableopenings. 9.Youarerequiredtomaintainthehighestorderofdisciplineandsecrecyasregardstheworkofthe companyand/oritssubsidiariesorassociatecompaniesandincaseofanybreachofdiscipline/trust, yourservicesmaybeterminatedbythecompanywithimmediateeffect.Youwillalsoberequiredto signtheSecrecyAgreementonyourjoining. 10.Youwillalsobegovernedbythestandardtermsandconditionsapplicabletothemanagerial cadreofthecompanyasexistingnowandasmaybeamendedfromtimetotime. 11.Shouldtherebeaneedforanymodificationinoneormorebenefitsextendedtoyouthrough thisletter,bywayofenactmentofanylawbytheappropriateState/CentralGovernment,youwould beentitledtothehigherofthebenefit(s)butnotboth. 12.Thisappointmenthasbeenmadebasedontheinformationfurnishedinyourapplicationfor employmentandsubsequentinterviews.If,atanytimeinfuture,itcomestolightthatanyofthe informationisincorrectoranyrelevantinformationhasbeenwithheld,thenyouremploymentis liabletobeterminatedwithoutnotice. 13.Yourappointmentiswitheffectfrom__________ Kindlysignthecopyofthisletterindicatingyouracceptanceoftheabovetermsandconditionsof thisappointmentandreturnthesametous. Whilstwelcomingyoutothe(OrganizationName)Group,wewishyougoodluckandaverybright careerwithus. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Appointment - Graduate Engineer Trainee/Diploma Engineer Trainee

October312006 <Name> <Address> Dear<Firstnameofemployee>, Furthertotheinterviewyouhadwithus,wearepleasedtoappointyouas________Traineeinour Company. Thetermsandconditionsgoverningyourtrainingaregivenbelow: 1.Trainingperiod: Youwillbeontrainingforaperiodof12monthseffectivedateofstartingofthisprogram,whichwill beindicatedtoyou. 2.ConsolidatedStipend AsumofBDT_________/(Taka_____________only)permonthwillbepaidto youasstipend. Youwillnotbeentitledtoanyotherbenefits,apartfromtheabove. 3.Accommodation Youwillbeprovidedwithsharedbachelorsaccommodationduringyourtrainingperiod. 4.Noticeperiodduringtraining TheCompanyreservestherighttoterminateservicesoftraineesongroundsofmisconductor breachofthetermsandconditionsoftheUndertakingtobefurnishedbythetraineeasperclause6 ofthisletterand/orviolationofanyrulesandregulationsorstandingordersoftheCompanyby givingsevencalendardaysnoticeoruponpaymentofstipendinlieuthereof. 5.Posting: Initiallyyouwillbepostedat_______.Howeverduringthisperiodoftraining,youcanbe transferredtoanyotherdepartment/divisionofthecompany,anywhereinBangladeshoroverseas. Youmayalsobeassignedsuchotherdutiesasmaybenec(OrganizationName)yatthediscretionof themanagement,inanybranchorofficeofthecompanyand/oritssubsidiariesorassociate companies. 6.YouwillberequiredtosignanUndertakingcumIndemnityBond/Agreementonjoining.
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7.Thisappointmentissubjectto: a.YourhavingsecuredacertificateofcompletionasdeclaredbyyourInstitution/University. b.Yourbeingexamined&foundmedicallyfit.(Pleasehaveyourselfmedicallyexaminedbyageneral physician,asperthestandardexaminationlistenclosedandifreferredfurtherbyanyspecialist.The samewouldhavetobefilledinandcertifiedbythephysicianandsenttousdirectlyby_____(date). Thefeesincurredforthesamewouldbereimbursedonyoujoining). 8.Yourperformancewillbereviewedperiodicallyduringthetrainingperiod.Ifyourperformance doesnotmeetwiththerequirementsofthetrainingprogram,yourtrainingperiodwouldbe extendedbyamaximumofsixmonthswithaninterimreviewafterthreemonths. 9.Onsuccessfulcompletionoftraining,basedonyourperformanceduringandattheendofthe trainingperiod,youwillbeconfirmedintheservicesoftheCompanyintheappropriatecadre dependingonsuitableopenings. 10.Youarerequiredtomaintainthehighestorderofdisciplineandsecrecyasregardstheworkof thecompanyand/oritssubsidiariesorassociatecompaniesandincaseofanybreachof discipline/trust,yourservicesmaybeterminatedbythecompanywithimmediateeffect.Youwill alsoberequiredtosigntheSecrecyAgreementonyourjoining. 11.Youwillalsobegovernedbythestandardtermsandconditionsapplicabletothemanagerial cadreofthecompanyasexistingnowandasmaybeamendedfromtimetotime. 12.Shouldtherebeaneedforanymodificationinoneormorebenefitsextendedtoyouthrough thisletter,bywayofenactmentofanylawbytheappropriateState/CentralGovernment,youwould beentitledtothehigherofthebenefit(s)butnotboth. 13.Thisappointmenthasbeenmadebasedontheinformationfurnishedinyourapplicationfor employmentandsubsequentinterviews.If,atanytimeinfuture,itcomestolightthatanyofthe informationisincorrectoranyrelevantinformationhasbeenwithheld,thenyouremploymentis liabletobeterminatedwithoutnotice. 14.Yourappointmentiswitheffectfrom__________ Kindlysignthecopyofthisletterindicatingyouracceptanceoftheabovetermsandconditionsof thisappointmentandreturnthesametous. Whilstwelcomingyoutothe(OrganizationName)Group,wewishyougoodluckandaverybright careerwithus. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Confirmation - Management Trainee

October312006 <Name> <Company> <EmployeeNumber> Dear<Firstnameofemployee> Congratulationsonsuccessfulcompletionofyourtraininginourcompany! Itgivesmegreatpleasuretoconfirmyourserviceswithourcompanyeffective_______.Youare accordinglydesignatedas_______andplacedin_____managementgradeofBusinessLeadersin ourcompanybasedonthefollowingtermsandconditions: 1.BasicSalary:BDT_________/(Taka______only)perannum.Youwillbeentitledtofurtherreview ofyourcompensationasperthecompanypractice.Thiswillbelinkedtoyourperformanceandwill beatthediscretionofthemanagement. 2.H.R.A./Accommodation:60%ofyourbasicsalarywillbepaidtoyouashouserentallowance.If youareprovidedacompanyaccommodation,thesamewillberegulatedbytherelevantpolicy,for whichyoumayreferourCompanyLeasedAccommodation(C.L.A.)policyonour___________site. 3.SpecialAllowance:BDT_________/(Taka______only)perannum. 4.FoodCoupons:YouwillbeentitledtofoodcouponsworthBDT_____/permonth.Youmay choosetooptoutofthis,forwhichyouneedtoindicateyourchoicetoyourHRmanager.Fordetails wherethesecouponsareapplicable,youmayreferourdirectoryonour_______site. 5.LeaveTravelAssistance:BDT___________/(Taka_______only)perannumforeachcompleted yearofserviceaspertherules,payableonayearlybasis. 6.DomicilliaryMedicalExpenses:BDT15000/(TakaFifteenThousandonly)perannumforeach completedyearofserviceaspertherules,payableonamonthlybasis. 7.Hospitalization:YouwouldbecoveredundertheCompanysHospitalizationscheme.Fordetails youmayreferourHospitalizationpolicyonour________site. 8.ProvidentFund:TheCompanywillcontribute12%ofyourbasicsalarytowardsProvidentFund. Similardeductionwillbemadefromyoursalary. 9.Superannuation:Ifyouindicatespecificdesiretodoso,theCompanywillcontribute15%ofyour basicsalaryperannumtowardssuperannuationfundtillyouattaintheageof58yearsThebenefits ofthiscontributionwillbemadeapplicabletoyou,totallyinaccordancewiththetermsofthe scheme.PleaserefertoMr._______forfurtherinformationonourCompanySuperannuation Program.
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10.Gratuity:Youwillbeentitledtoanequivalentof15daysofyourlastsalarydrawnforevery completedyearofserviceasperthetermsofthescheme,subjecttoamaximumofBDT3,50,000/ (Eligibilityafter5yearsofcompletedservice). 11.CorporateAttire:YouwillhaveachoicetoselectcorporateattireworthBDT________/from theoptionsprovidedbytheCompanyeveryyear.Ifyouindicateyourdesiretooptforthisscheme, theCompanywillcontribute50%ofthisamountandthebalancewillbedeductedfromyoursalary. Formoredetails,youcanreferourCorporateAttirePolicyonour_________site. 12.a)Thisorderofappointmentcanbeterminatedoneithersidebygivingthreemonthsnoticeor paymentofsalary(basic)inlieuthereof. b)TheCompanyreservestherighttoterminateyourserviceswithoutassigninganyspecificreason whatsoeverforsuchterminationbygivingyoua3monthsnoticeinwritingoranequivalentof3 monthssalaryinlieuthereof. c)TheCompanyalsoreservestherighttoterminateyourserviceswithoutanynoticeorsalaryinlieu thereofonthegroundsofmisconduct,oreveninthecaseofreasonablesuspicionofmisconduct, disloyalty,commissionofanyactinvolvingmoralturpitude,oranyactofindisciplineorinefficiency orforlossofconfidence. 13.Initially,youwillbepostedat___________andreportto___________oranyotherperson nominatedbythecompany.However,yourservicescouldbetransferredtoanyotherDepartments /Divisions/FactoriesoftheCompany,anywhereinBangladesh.Notwithstandingyourinitial appointmentinthisCompany,yourservicesmaybeassignedbytheCompanytoanyotherCompany ofthe(OrganizationName)Group.Youmayalsobeassignedsuchotherdutiesasmaybecome nec(OrganizationName)yatthediscretionoftheManagementinanyBranchorOfficeofthe Companyand/oritssubsidiariesortoanyofitsotherAssociateCompanies. 14.Thisappointmentissubjecttoyourbeingmedicallyexaminedandfoundfit.TheManagement hastherighttogetyoumedicallyexaminedbyanyqualifiedmedicalpractitionerduringthetenure ofyourservice.Incaseyouarefoundmedicallyunfittocontinuewiththeassignmentforwhichyou havebeenemployed,youwillloseyourlienonthejob. 15.Thisappointmentisalsosubjecttoasatisfactoryreportfromyourformeremployers,basedon thereferencesgivenbyyou. 16.YouwillautomaticallyretirefromtheserviceoftheCompanyonattainingthesuperannuating ageof58yearsYouwillbeexpectedtoprovideacceptableevidenceofyourdateofbirthatthetime ofjoiningthecompany. 17.Allotherstandardandgeneralrules,practicesandpoliciesoftheCompanyasexistingnowand whichmaybeamendedfromtimetotimewillbeapplicabletoyouandyouwillbeexpectedto abidebythesame. 18.IntheeventoftheState/CentralGovernmentenactinganylawconferringthesameorsimilar benefitsasextendedtoyouunderthisletter,youwouldbeentitledtosuchbenefitswhicharemore beneficialofthetwo,butnotboth.Thisshallbeatthediscretionofthemanagement. 19.Youarerequiredatalltimestomaintainthehighestorderofdisciplineandsecrecyasregards
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theworkoftheCompanyand/oritsSubsidiariesorAssociateCompanies,incaseofanybreachof discipline/trust,yourservicesmaybeterminatedbythecompanywithimmediateeffect.Youare alsorequiredtosigntheSecrecyAgreementuponyourjoining.Allinventions,improvements, discoveriesmadebyyoueitheraloneorwithotherpersons,willbecomethesolepropertyofthe company.Youwillensurethatpatentprotectionsareobtainedforsuchinventions/improvements anddiscoveriesinBangladeshorelsewhereandassignthesametothecompany. 20.Youarerequiredtodevoteyourtotalattentionandabilitiesexclusivelyforthebusinessofthe Company.Youwillrespect,obeyandconformtoalltheregulationsfromtimetotimeframedand issuedbytheCompanyandmadeapplicabletoyou.Youshallnot,whileintheemploymentofthe Company,beengagedinanyotheremployment,conductbusinesswhatsoeverorholdanyofficeof profitoracceptanyotheremolumentswithoutpreviousconsentinwritingoftheCompany.Breach ofthisconditioncouldleadtoimmediateterminationwithoutnotice. 21.Duringthecourseofyouremploymentandifthenatureofyourbusinesssorequires,the CompanymaysendyouforspecializedtrainingwithinBangladeshoroverseasinordertoenableyou toperformmoreeffectively.Insuchaneventyouwillberequiredtoexecuteatrainingbondwith theCompany. 22.Thisofferofemploymentisbasedontheinformationfurnishedinyourapplicationfor employment.If,atanytimeinfuture,itcomestotheknowledgeofthemanagementthatanyofthis informationisincorrectoranyrelevantinformationhasbeenwithheldthenyouremploymentbased onthisletterofappointmentisliabletobeterminatedwithoutnoticeoranycompensationinlieu thereof. 23.Theemoluments/benefitsduetoyouwillbeliable/subjecttotaxinaccordancewiththe provisionsoftheIncomeTaxActandRulesmadethereunderasalsootherapplicablelaws,ifany,as maybeinforcefromtimetotime. 24.TheCompanylaysemphasisonallstatutorycompliancesandyoushouldensurecompliancewith variousstatutesinyourareaofoperationsincludingInsiderTradingRegulations. 25.Yourappointmentiswitheffectfromthedateofjoining,whichshouldinanycasebenotlater than___________________. Kindlysignthecopyofthisletterindicatingyouracceptanceoftheabovetermsandconditionsof thisappointmentandreturnthesametous. Whilstwelcomingyoutothe(OrganizationName)Group,wewishyougoodluckandaverybright careerwithus. BestRegards, <NameoftheBusinessLeader> <Designation> <Company>
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Letter of Appointment Advisors/Consultants

October312006 <Name> <Address> Dear<Firstname> Withreferencetothediscussionsyouhavehadwithus,wearepleasedtoappointyouas_______ forourGroupcompaniesonthefollowingtermsandconditions: 1.YouwillbepaidaconsolidatedamountofBDT_______(Taka_______only)perannum. 2.Theaboveconsolidatedamountwillconsistofthefollowing: a)BDT_________perannumasfixedpay,and b)BDT_________perannumasvariablepaywhichislinkedtoyourperformanceandthatofthe company. 3.Thisappointmentisforaperiodoftwoyearseffectivedateofyourjoiningandmayberenewed onamutualbasis.Thisarrangementiswitheffectfrom_______andwillbevalidforaperiodof _______years/s. 4.Inthiscapacity,youwillbelocatedat____andwillreportto_______oranyotherperson nominatedbythecompany.However,yourservicescouldbetransferredtoanyother Departments/DivisionsoftheCompany.Notwithstandingyourappointmentinthiscompany,your servicescouldbereassignedtoanyothercompanyofthe(OrganizationName)Group. 5.Youmayalsobeassignedsuchotherdutiesasmaybecomenec(OrganizationName)yatthe discretionoftheManagementinanyBranchorofficeoftheCompanyand/oritsSubsidiariesor AssociateCompanies. 6.Youwillbeeligiblefor18daysleaveproratedpercalendaryear.However,leavewillbeallowed subjecttoexigenciesofwork. 7.YouwillbeprovidedcomprehensiveAccident/MedicalHealthInsuranceforyourandyour spouse. 8.Itisclarifiedthatinadditiontotheabove,youwillnotbeentitledtoanyotherbenefits. 9.Thisappointmentcanbeterminatedbygivingthreemonthnoticeoneithersideorpaymentin lieuofshortfallinthisnoticeperiod. 10.Youshallobserveallrulesandregulationsofthecompany.
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11.Duringthetenureoftheassignmentwiththecompany,youwillnotengage yourselfinanyotherassignmentsorgainfulemploymentwithoutconsentofthe management. 12.Youarerequiredtomaintainthehighestorderofsecrecywithregardstothe workorconfidentialinformationoftheCompanyand/oritssubsidiariesor AssociateCompaniesandincaseofanybreachoftrust,yourappointment maybeterminatedbytheCompanywithoutanynotice. 13.TheCompanylaysemphasisonallstatutorycompliancesandyourshould ensurecompliancewithvariousstatuesinyourareaofoperations. Kindlysignacopyofthisletterinacceptanceoftheabovementionedtermsandconditionsand returnthesameforourrecords. BestRegards, <NameofBusinessHead> <Designation> <Company>
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Letter of Empanelment as Executive Search Agent

October312006 <Name> <Address> DearMr./Ms.______ Furthertoourdiscussions,itisourpleasuretoempaneltheservicesofyourfirmforproviding consultancyservicesforExecutiveSearchtothe(OrganizationName)Grouponthefollowingterms andconditions: 1.Duration:ThisEmpanelmentasaConsultantwithusisinitiallyforaperiodofoneyearwitheffect fromdateofissueofthisletter.Thetermsofthiscontractwillbereviewedonayearlybasis. 2.Services:Youwillberequiredtoprovidethefollowingservices: a)Recommendsuitablepersonnelforjobs,thedetailsofwhichhavebeengiventoyou.Weexpect youtorevertwithintwoweekswithaminimumofatleast810suitablecandidatesforaparticular job b)Priortoreferringanycandidatetous,youwillberequiredtodoacompleteevaluationofthe candidates'potential,jobknowledge,performanceetc.,anddoathoroughreferencecheckofthe candidate.WeexpectthatthisinformationbesubmittedalongwitheveryResumeforwardedbyyou asanappraisalreport. c)Besidesusingyourinhousedatabankyoumayalsoberequiredtoheadhuntforsenior personnel.Youwillbebriefedcompletelybyusastowhatmaybeconveyedinthesecases.We expectyoutohandlesuchassignmentswithgreatconfidentiality. e)Youmaybeassignedotherworkpertainingtorecruitmentfromtimetotime,whichwillbe conveyedtoyouseparately. f)Youarerequiredtomaintainthehighestorderofconfidentialityandsecrecyofinformationandin caseofanybreach;thismaybeterminatedbytheCompanywithimmediateeffect. g)Youwill,undernocircumstancesapproachanyemployeeofanyofthe(OrganizationName) Groupcompaniesdirectlyorindirectlyforanypositionswhiledealingonbehalfofyourotherclients. h)Itisexpectedthatyouwillnotreferthesamecandidatesbeingconsideredbyusespeciallyat seniorlevelstoother(OrganizationName)groupcompanieswithouttheconsentoftheconcerned HumanResourcesHeadat(OrganizationName). 3.Procedure:ThefollowingprocedurewillapplyinyourinteractionswithanyofourGroup Companies
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TheUnitHRHeadwillcommunicate,eitherorallyorinwriting,allemployeespecifications.Basedon thisyoumayreferyourcandidates'directlytotheconcernedUnitHRHead.Howeveralist containingcompletedetailsofthesecandidatesmustbesenttotheCorporateHumanResources Dept.Thiswillenableaclosercoordinationofthecandidatesbeingreferredbyyouandensurethat thereisnoduplicationofeffortsbyourUnitsmeetingthesamecandidatemorethanonce. Shouldanyofyourcandidatesbeshortlistedforinterviews,youwillbeinformedandrequestedto coordinatefurthermeetingsaccordingly. 4.ProfessionalFees:Onselectionofanyofyourcandidatesforanypositionthefollowingtermswill apply: Thefeeapplicableis____%ofgrossemoluments(equivalenttoannualcosttothecompany inclusiveofallperquisites,allowancesandotherretirementbenefits),i.e.Basic,HRA,,Conveyance/ Caroperatingexpenses,LeaveTravelAllowance,DomiciliaryMedicalReimbursement,Uniform CorporateAttireExpensesReimbursement. IncaseofaCompanymaintainedhouse,sixtypercentofthebasicsalaryasanequivalentamount towardsHRAwouldstandapplicableforsuchcomputation.Inthecaseofafullymaintained companycarbeinggiventothecandidate,30%oftheBasicsalaryasanequivalentamountshould beconsidered.Ifthecandidateisgiventhefuelexpenseoptionthentheactuallimitamountwill standapplicable.Thefollowingperquisiteswillnotbeincludedwhilecalculatingplacementcharges duetoanyconsultantforrecruitmentofanyofitscandidates: (i)Thevalue/interestonanyloansorfixedassets (ii)LunchSubsidy (iii)Telephonerentals (iv)Actualleaserentalonanyhousethatmaybetakenforanycandidate(60%ofbasicsalaryasan equivalentamountwillbeconsidered.). Otherexpenses,suchasoutstationtravelexpensesincurredbyyouprovidedtheseareincurred withthepriorconcurrenceoftheconcernedUnitHRHeaduponsubmissionofactualbills,willbe reimbursed.Allpaymentswillbemadebychequeafterfourweeksofthecandidate'sjoiningthe organization. Youwillnotbepaidanyprofessionalfeesforcandidateswhohavealreadybeenseendirectlybyany GroupCompaniesandsubsequentlyreferredbyyou.Communicationpertainingtothecandidate's salaryofferwillbedonedirectlybyourconcernedUnitHRHead. 5.Exclusion:Iftheconductofyourfirm,duringtheexecutionofanyassignmentisfoundtobe unbecomingofnormallyexpectedprofessionalstandards,thenyourservicesmaybediscontinued.
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Kindlysigntheduplicatecopyofthisletterintokenofyouracceptanceandreturnthesametousfor ourrecords. BestRegards, <NameofHumanResourcesLeader> <Designation>
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Kindlysigntheduplicatecopyofthisletterintokenofyouracceptanceandreturnthesametousfor ourrecords. BestRegards, <NameofHumanResourcesLeader> <Designation>

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