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2
LetterFormatsforHRManagerbyKMMahmudHasan
2009byAxisConsultancy

Version:1.0

Thematerialsthatappearinthisbook,otherthanthosequotedfrompriorsources,maybe
Reproducedforeducational/trainingactivities.Thereisnorequirementtoobtainspecial
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CoverdesignbyAxis

3
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

4
LetterFormatsforHRManagerbyKMMahmudHasan
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

5
LetterFormatsforHRManagerbyKMMahmudHasan
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

6
LetterFormatsforHRManagerbyKMMahmudHasan
Experience Letter Format 01

TOWHOMITMAYCONCERN

Thisistocertifythat__________wasemployedwithusasa_______________________inthe
InformationTechnologydepartment,fromAugust6,2006toAugust7,2007.

Duringtheperiodofhisassignment,wefoundhimsincere,hardworkingandakeenlearner.

Wewishhimallthebestinhisfutureendeavors.

For_____________________

7
LetterFormatsforHRManagerbyKMMahmudHasan
Experience Letter Format 02

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

8
LetterFormatsforHRManagerbyKMMahmudHasan
Experience Letter format 03
[date]

TOWHOMSOEVERITMAYCONCERN

ThisistocertifythatMr.KXXXXXXXXXhadbeenassociatedwithourorganisationasCONSULTANT(
MANAGEMENTTRAINEE)fortheperiodfrom27102009to11082009.

WefoundMr.XXXXXXXXXiseffectiveindischargingresponsibilitiesassignedtohim.

Duringhistenurewithusfortheaboveperiod,wefoundhimefficient,hischaracterandconduct
weregood.

Wewishhimsuccessinhisfutureassignment.

XXXXXXXXXXXXXX.
XXXXXXXX

9
LetterFormatsforHRManagerbyKMMahmudHasan
Experience Letter format 04
[date]

TOWHOMSOEVERITMAYCONCERN

ThisistocertifythatMr.XXXXXXXXXXhadbeenassociatedwithourorganisationasXXXXXXXXXXX
fortheperiodfrom01041997to31081998.

WefoundMr.XXXXXXXXXXiseffectiveindischargingresponsibilitiesassignedtohim.

Duringhistenurewithusfortheaboveperiod,wefoundhimefficient,hischaracterandconduct
weregood.

Wewishhimsuccessinhisfutureassignment.

XXXXXXXXXXXXXX
XXX

10
LetterFormatsforHRManagerbyKMMahmudHasan
Experience Letter Format 05
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}

11
LetterFormatsforHRManagerbyKMMahmudHasan
Resignation Letter Acceptance Sample

[date]

To,

Mr.XXXXXXXXXXXXX

Weareinreceiptofyourresignationletterdt.XXXXXXXXandconfirmacceptanceofthesamewith
effectfromXX
th
AugustXXXX.PleasenotethatthelastworkingdayisXX
th
AugustXXX.

KindlyhandoverthechargetoXXXXXXXXXXX,Consultant(Sales&Admn.).Pleaseinformyour
addressforfuturecorrespondenceregardingsettlementofyouraccount.

Regards,

forXXXXXXXXXXXXX

XXXXXXXXX

12
LetterFormatsforHRManagerbyKMMahmudHasan
Relieving Letter Format

Mr.

Sub:RelievingLetter

Dear,

ThishasreferencetoyourresignationletterdatedXXXXXXXXfromtheservicesofthecompany.

Inthisrespectwewouldliketoinformyouthatyourresignationfromtheservicesofthecompany
hasbeenacceptedandyouwillberelievedw.e.f.2007ontheclosingofworkinghours.

Wewishyouallthesuccessinyourfutureendeavors.

ALLTHEBESTTOYOURCAREER.

Yourstruly,

13
LetterFormatsforHRManagerbyKMMahmudHasan
Termination Letter Sample 01

[date]
DearMr.[name]

Sub:LetterofTermination

Wewouldliketobringyournoticethatwehavecomeacrossthefollowinglapseswhichinvitevery
seriousadministrativeactionasperyourtermsandconditionsofemployment.

1)Notreportingtodutiessince28
th
May,2008withoutinformation.

2)Negligencetoreplyourcontinuousandfrequentcommunications.

Though,wegaveyouseveralwarningsinordertoissueampleopportunitytocorrectyourselves,you
didnotputyoureffortstoadopttherightways.

Afterobservingforalongtimeandissuesseveralwarnings,wedonothaveanyotheralternate
actionbuttoinitiateactionandweareconstrainedtoterminateyourserviceswitheffectfrom
November1,2008.ThisletteristobetreatedasNoticeperiodofyourtermination.Yourservicesto
ourorganizationwouldceaseattheclosinghoursof1stdayofNovember2008.

Youwillnotbeentitledforthesalaryandotherbenefitswitheffectfromthedayyouareabsent
withoutnotice,whichpleasenote.

Thankyou

yoursfaithfully

For[company]

AuthorizedSignatory

14
LetterFormatsforHRManagerbyKMMahmudHasan
Termination Letter Sample 02

[EmployeeInformation]

DearMr.[FIRSTNAME]

Inviewofsalesrestrictionin[Place],themanagementfeltthatyourservicescanbedispensed
with.....

Wethereforegiveyouterminationnoticefromtodayandyourserviceswillbefullyterminatedat
theclosinghoursof31stDecember2008.

Werequestyoucompleteallthependingworksbeforethesaiddate

Thankyou

15
LetterFormatsforHRManagerbyKMMahmudHasan
Termination Letter Sample 03

Date:1
st
August2007

ToMr.ABC

Sub:LongAbsencefromWork

DearABC,

Thisiswithreferencetoyourlongabsencefromworkandnotreportingfordutysince11
th
July
2007.

Youhavetakensickleave,butnowyouarenotrespondingtoourcallsandneitheryouare
contactingus.Wearenotreceivinganyintimationfromyourside,whichprovesbeyonddoubtthat
youarenomoreinterestedinperformingyourdutiesandresponsibilities.

Youarerequiredtointimatethereasonofyourabsence,eithertelephonicallyorpersonallywithin3
daysi.e.before3
rd
August200andalsoSubmitaMedicalCertificatebeforethecloseofbusiness
hoursonMonday6
th
August2007,failingwhichtheorganizationwillbeliabletotakeanyaction
againstyou,whichincludesterminationfromservice.

Withbestwishes,

Yourssincerely,

NameofHRpersonnel
HumanResourcesDepartment
AuthorizedSignatory
Date:1
st
August2007
Place:

16
LetterFormatsforHRManagerbyKMMahmudHasan
Termination Letter Sample 04

Date:9
th
August2007

ToMr.ABC

Subject:TerminationfromService

DearABC,

Thisiswithreferencetotheearlierlettersenttoyouon1
st
August2007.

Sinceaspertheabovereferredletter,youwererequiredtointimatethereasonofyourabsence,
eithertelephonicallyorpersonallywithin3daysi.e.before3
rd
August2007andalsoSubmita
MedicalCertificatebeforethecloseofbusinesshoursonMonday6
th
August2007,failingwhichthe
organizationwouldterminatefromservice.

Wehavetilldatenotreceivedanyintimationfromyourside,whichprovesbeyonddoubtthatyou
arenomoreinterestedinperformingyourdutiesandresponsibilities.Takinginviewoftheabove
factsandcircumstanceswehavedecidedtoterminateyourservicesw.e.f11
th
June2007,yourlast
dateofpresenceat[OrganizationName.]

Thankingyou,

Yourssincerely,

NameofHRPersonnel
HumanResourcesDepartment
AuthorizedSignatory
Date:9
th
August2007
Place:

17
LetterFormatsforHRManagerbyKMMahmudHasan
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>

18
LetterFormatsforHRManagerbyKMMahmudHasan
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>

19
LetterFormatsforHRManagerbyKMMahmudHasan
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>

20
LetterFormatsforHRManagerbyKMMahmudHasan
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>

21
LetterFormatsforHRManagerbyKMMahmudHasan
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!

22
LetterFormatsforHRManagerbyKMMahmudHasan
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.

23
LetterFormatsforHRManagerbyKMMahmudHasan
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).

24
LetterFormatsforHRManagerbyKMMahmudHasan

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

25
LetterFormatsforHRManagerbyKMMahmudHasan
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>

26
LetterFormatsforHRManagerbyKMMahmudHasan
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>

27
LetterFormatsforHRManagerbyKMMahmudHasan
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>

28
LetterFormatsforHRManagerbyKMMahmudHasan
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>

29
LetterFormatsforHRManagerbyKMMahmudHasan
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>

30
LetterFormatsforHRManagerbyKMMahmudHasan
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).

31
LetterFormatsforHRManagerbyKMMahmudHasan
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>

32
LetterFormatsforHRManagerbyKMMahmudHasan
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.

33
LetterFormatsforHRManagerbyKMMahmudHasan
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>

34
LetterFormatsforHRManagerbyKMMahmudHasan
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.

35
LetterFormatsforHRManagerbyKMMahmudHasan

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

36
LetterFormatsforHRManagerbyKMMahmudHasan
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>

37
LetterFormatsforHRManagerbyKMMahmudHasan
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.

38
LetterFormatsforHRManagerbyKMMahmudHasan

11.Duringthetenureoftheassignmentwiththecompany,youwillnotengage
yourselfinanyotherassignmentsorgainfulemploymentwithoutconsentofthe
management.

12.Youarerequiredtomaintainthehighestorderofsecrecywithregardstothe
workorconfidentialinformationoftheCompanyand/oritssubsidiariesor
AssociateCompaniesandincaseofanybreachoftrust,yourappointment
maybeterminatedbytheCompanywithoutanynotice.

13.TheCompanylaysemphasisonallstatutorycompliancesandyourshould
ensurecompliancewithvariousstatuesinyourareaofoperations.

Kindlysignacopyofthisletterinacceptanceoftheabovementionedtermsandconditionsand
returnthesameforourrecords.

BestRegards,

<NameofBusinessHead>
<Designation>
<Company>

39
LetterFormatsforHRManagerbyKMMahmudHasan
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

40
LetterFormatsforHRManagerbyKMMahmudHasan

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.

41
LetterFormatsforHRManagerbyKMMahmudHasan

Kindlysigntheduplicatecopyofthisletterintokenofyouracceptanceandreturnthesametousfor
ourrecords.

BestRegards,

<NameofHumanResourcesLeader>
<Designation>