Appointment of Office Staff

Ref. No……………                                                                                      
Date :…………..

To,
.................................
.................................
Subject : Appointment for the Post of ………..

Dear Sir,

While referring to your application dated …………. and later on interview/test ………..in connection with your appointment as Receptionist/Cashier/Head Clerk/Accountants/ Stenographer/Clerk/Telephone Operator/Chowkidar/Lift Boy/Salesman in this Organisation, we have the pleasure to offer you the post of ………. on the following terms& conditions :

01.  Initially you shall be on probation for a period of (herein state the period) from the date of your joining and the said period of probation shall be liable to be extended or dispensed with earlier solely at the discretion of the Management.

02. During or at the expiry of your probationary period or the extended period of probation, the Management/Company will have the right to terminate your services without any notice or without assigning any reason and unless confirmed in writing you will continue to be on probation.

03. (A) You will have, amongst other things, to discharge the following duties. Over and above the usual duties as a Receptionist you will be responsible to:

(i) receive and to attend the guests/visitors and their enquiries and to suitably guide them:

(ii) to receive and register the guests, allot the accommodation and arrange the portage of their luggage;
 
(iii) to carry on billing and guest accounts and collection of charges

(iv)  to arrange for providing to the guest/customers the facilities like telegrams and teller  service as well as mail and postage and stamps, message, transport and general            assistance.     

(v) to receive and hand over the keys and also to operate telephone and to do any other            
duty as assigned to you by the Management /Company from time to time.                  

Or

(B)  Over and above the usual duties of Cashier, your duties, amongst others, will include

(i) to receive money from the clients on the authority of the Bill/Voucher or otherwise  and issue receipt thereof ;

(ii) to render account of the money so collected in cash and through cheques and to deposit the same in the Management /Company's account. 

(iii) to withdraw and disburse money on account of Salary/Wages and other dues to staff in accordance with standing instructions;
                     
(iv)    to maintain necessary cash-books ; paid out registers, petty cash accounts and such            other relevant accounts as may be prescribed by the management;            

(v) to keep the cash counters, chest and safes clean and property locked and to do all other duties ancillary and incidental thereto and /or any other duties assigned to you by the management/company or your superiors.
           
Or

(C) Over and above the usual duties as a Head Clerk, your duties, amongst others, will  include:

(i) to guide and to supervise the work of the clerks, draftries, peons or any other staff  working under your control ;

(ii) to deploy staff, to recommend leave or any other matter relating to staff placed under you; 

(iii) to maintain and keep proper record of the establishment: 

(iv) to check and investigate day to day matters and executive functions its per rules and regulations procedures and practices in vogue from time to time and to work as a clerk if and when required due to exigencies dures and practices in vogue from time to me and to work as a clerk if and when required due to exigencies of work and liny other work specifically assigned to you by the management.

Or

(D) Over and above the usual duties as Accountant, your duties, amongst others, shall include:

(i) to supervise the work of the accounts clerks, cashier, bill and receipt  clerks;

(ii) to compile and scrutinise the monthly bills and other payment vouchers ; 

(iii) to prepare and scrutinise the monthly trial balance and bank reconciliation          statements 

(iv) to maintain all books of accounts, including making proper entries in ledgers etc. ;

(v) to prepare statements relating to Sales-tax and other taxes as well as statements  required  for audit work ;

(vi) to prepare income and expenditure statements, annual budget estimates, and to compile annual accounts ;

(vii) to deploy staff and to supervise the work of persons working under you and to do any  other work assigned to you the management/ company.

Or

(E) Over and above the usual duties as a Stenographer, your duties, amongst others shall includes:

(i) to take dictation in shorthand and transcribe the same and/or to do typing as is assigned to you;

(ii) to attend to telephone calls and to note down messages etc ;

(iii) to do any other duties ancillary and incidental thereto and also to perform other duties assigned to you from time to time by the management / company.

Or

(F) Over and above the usual duties as a Clerk, your duties, amongst others, shall include:

(i) to do clerical work which is ordinarily understood as being synonymous with routine, stereotype work and which involves hardly and initiative, creativity, control or dignity, in the office including time-office, reception, stores , accounts ;

(ii) to do typing, writing, filing, copying, maintaining of record; preparing vouchers, bills, collection of money ;

(iii) to prepare statutory returns, wages bills, bills for service rendered and supplies made;

(iv) to check and post the correct timing of arrival and departure of the staff including daily  rated staff ;

(v) to submit daily report of the late arrival, early departure of employees including absentees ;

(vi) to maintain the register of outgoing and incoming of goods as per gate pass challans. 

(vii) to keep the attendance register for next month of shifts ready ; 

(viii) to enter all leave applications in the relevant column/leave register; 

(ix) to work as cashier in the exigencies of service.

(x) to do any other duties ancillary and incidental thereto and/or duty specifically assigned to your from time to time by the management/company.

Or

(G) Over and above the usual duties as a Drafter, your duties amongst others, shall include;

(i) to maintain office records, books and registers ;

(ii) to stick the files and to record all work pertaining to maintenance of files;

(iii)  to bind books and registers and to keep them listed, arranged and stocked oil racks;

(iv) to keep record and follow-up movement of files and books etc. ;

(v) to keep and issue stationery and stamps and to render account thereof :

(vi) to operate cyclostyling machine;

(vii) to stamp and address envelopes properly;

(viii) to deliver important messages and money etc., and to do any other duties ancillary and incidental there to and /or to do any other work specifically assigned to you by the management.
Or

(H) Over and above the usual duties as a Peon, your duties amongst others will be:

(i) to clean and maintain office, and to help furniture and equipment;

(ii) to carry messages, file, money etc.,

(iii) to serve water, tea, or other eatable to the office staff;

(iv) to cater to the convenience of the office staff and officers and. office guests etc.,

(v) to deliver  take message or any other duties as assigned to you from time to time by    the management
Or

(I) Over and above the usual duties as a Telephone Operator, your duties amongst others, shall  include;

(i) to operate and attend to the PABX, PBX or such other telephone exchanges;

(ii) to attend incoming and outgoing calls and to connect the parties:

(iii) to take orders and to book trunk calls ;

(iv) to make bills for-local and trunk calls correctly in relation to time, station, number rung- up, name of the party booking the call;

(v) to arrange timely despatch of the bills ; to facilitate recovery of charges in time and to    render account, thereof ;

(vi) to furnish general information to callers including information about guests; 

(vii) to maintain accounts connected with telephone calls;

(viii) to act as Receptionist and to do all other duties ancillary and incidental thereto and/or to do any other duties assigned to you from time to time by the Management.

Or

(J) Over and above the usual duties as Telex Operator, your duties, amongst others shall be;

(i) to operate the Telex Machine efficiently diligently, faithfully and with economy for sending and receiving messages:

(ii) to make bills for the charges recoverable;

(iii) to collect and deposit the money with cashier and to render account thereof';

(iv) to do all other duties which are of a clerical nature and/or ancillary and incidental thereof;

(v) to do all duties which are of a clerical nature and /or ancillary and incidental thereof;

(vi) and any other duty or duties specially assigned to you by the management from time to  time.
Or

(K) Over and above the usual duties of Fax Operator, your duties, amongst others, shall be:

(i) to operate the Fax Machine efficiently, faithfully and with economy for sending and   receiving message;

(ii) to make bills for the charges recoverable

(iii) to collect and deposit the money with cashier and to render account thereof.

(iv) to attend telephone calls and pass on the message to concerned persons.

(v) to do all other duties which are of a clerical nature and/or ancillary and incidental thereof.

(vi) and any other duty or duties specially assigned to you by the management from time to time.
Or

(L) Over and above the usual duties as a Chowkidar, your duties among others, shall be: -

(i) to act as watch as ward for the establishment goods and other belonging of the management including that of customer and to search the staff;

(ii) to inspect and check gate-passes and goods and identity cards; 

(iii) to prevent entry into and the removal from premises including staff quarters of the establishment of the management or to do any other duties assigned to you from time to  time by the management.

Or

(M) Over and above the usual duties as a Lift Boy, your duties, amongst others shall be;

(i) to switch on and off lights and fans;

(ii) to clean and clear the signal boards;

(iii) to clean and clear the lift car, its doors and floor thoroughly and to efficiently operate the  lift to the satisfaction of users

(iv) to discharge any other duty ancillary and incidental thereto from time to time by the management;

(v) to perform any other duty as is assigned to you

Or

(N)  Over and above the usual duties as a Salesman, your duties amongst others, shall include;

(i) to attend to the customers, to receive orders on the counter and to render compliance thereto;

(ii) to collect and carry the goods, to wrap and pack the goods properly 

(iii) to deliver the goods and to do such other duties which are ancillary and incidental thereto and do any other duty assigned to you from time to time by the management

04. If you remain absent for …….. consecutive days without permission in writing of the management or if you proceed on leave without sanction or over stay the sanctioned leave for 8 consecutive day without first getting it sanctioned, your services shall automatically come to an end and it will be presume that you have abandoned the employment of your own accord and you will further be liable to give on month's salary in lieu thereof which, if necessary will be adjusted from payment of your earned wage or other benefits.

05. Your appointment and continuance in employment of the management will always be subject to your being found medically fit and the management will have the right to get you examine/re-examine by any Registered Medical Practitioner/Surgeon, whose finding shall  be final and binding upon you.

06. In case of any change in the residential address during the course of your employment, it shall be your duty to intimate the same in writing to the management, within 3 days from such change an shall also get the changes so effected, recorded in the Register of Addresses maintained for the purpose by the management.

07.  That you shall not utilize, disclose or divulge to any person or persons any information of the establishment, trade secret or know-how of the management.

08. In case of any alleged act or omission constituting misconduct you may be placed under suspension pending enquiry and shall not be entitled to any wages during the period of such suspension pending finalisation of the enquiry initiated against you.

09. Your services shall be liable to be transferred from one place to another and/or from one department to another and/or from one post to another solely at the discretion of the management

10. You shall be governed by standing Orders/Service rules or Directions/Instructions given to you  from time to time.

In case, the above offer is acceptable to you, please sign the carbon copy in toke of your  having  accepted the same and return the said carbon copy thereof  for our record and          make it convenient to present for duty by ………… at the latest, failing which the offer made will be withdrawn, due to your not joining the duties in time.

Yours faithfully,
Authorise Signatory