Hi Query on relieving letter and salary certificate after leaving a company. 1. My company refuses to provide me physical copies of relieving and salary certificates. They have provided me electronic copies of both the letters. I understand that electronic copies save paper. However, my argument is that the electronic copies of the letters are not verifiable unlike a marksheet or certificate issued by CBSE through digilocker (even aadhaar). 2. I have explained to my HR team about the difference between an electronic copy and a digital copy and that in a situation where some authority (consulates, international universities, international work permits) needs to verify my documents, I will not have anything at hand. I will, at that point, have to depend on the HR team to verify the authenticity of the printed copies. It is a time consuming exercise and depending on the situation I am in, it's highly likely that I am at a disadvantage. 3. Is my concern a valid one? If yes, what provisions are there in the law? Appreciate your feedback 4. Should you have any clarifying questions, please let me know
your concern is not valid
2) electronic copies of relieving letter and salary certificate are admissible in evidence
3) in event any prospective employer wants to verify your antecedents they can always send email as to whether your ex employer had issued relieving letter or not .
1. See there is no specific provision for same in law many companies even like TCS provide the electronic copies of the reliving letter and such documents and they are valid. You can write a mail before company seeking the physical copies the company shall provide you same.
Relieving letter is only is you that you have been relieved from your current job and you are free from any encumbrance.
Even if it is provided in the electronic form you need to take the print out and submit to your next employer and it solves your purpose because after joining the new organisation your previous relieving certificate have no role however you need a physical experience certificate from your present employer which will be part of your certificates you need to speak to your current employer so that they can accept the electronic copy of the relieving letter and there is no no requirement of any physical copy
Thank you gentlemen for all the answers. My doubts are cleared on the usage of reliving letter and service certificate in the context of future employers. My future employer is ok to accept electronic copies of relieving and service certificates. However, if there is a need to verify the documents for interview for visa, admission to higher studies outside India (US, UK or EU) etc., how do I address that? If I have a physical copy of the service certificate, the respective authority can always validate that. If I don't then I am at the mercy of previous company. I have requested (on email) my previous employer to share physical copies of my service certificate, but they are not willing to share physical copies. The previous company has communicated that electronic copy of service certificate will suffice. Please advise what can be done under the legal purview to obtain physical copies of service certificate? Thanks
You can only request them to give physical copies. But cannot force them to do so
In any case company will provide you only one original hard copy. And you will use xerox, so better download the copy and ask them sealed it with company seal and attest by HR. Sufficient.
No other way out. Or can approach Labor commissioner for direction to provide you hard copy.
You can issue him a legal notice and if they don't provide you then you can complaint to office of labour commissioner
See you can take a supporting letter in that case from your company certifying the electronic letters. See as such you can give a notice to issue original physical copies if they fail a suit for direction to them can be filed but that would be long and unnecessary, you won't such kind of problem the previous company shall verify as whenever required.
1. What is your problem?
If the company is issuing you the authentic letter confirming your release from the company, what else you need, in case you find any problem in this regard anywhere then you can approach the company for its authentication or a letter in writing.
I think your worries are unnecessary.
2. You say that you approached the HR team with this question, what was their reply to that?
Did they give reply in writing to your query in writing?
3. Your concerns are unnecessary.
You can take a print out of the electronic copy and keep it with you, in case of any problem then you can very well convince the authorities, they will verify the matter with the company directly or may allow you time to clarify.
In case you are still worried about it then you may submit a request in writing to the company and request for a relieving letter in writing with the reasons as you apprehended.
The reply in writing by the company would help you solve the further issues.
If your previous company has given the reply stating that the said letter will suffice the requirements then keep that letter safely to present it before the authority who is enquiring about this.
Your fears are unnecessary, because in the present era anyone sitting in the desk to verify the documents are very clear in their thoughts and about the practical issues that the candidates facing in each and every company, however you should be able to convince the authorities clarifying the details.
Dear
You don't have a valid concern because the electronic copy of certificate issued by employer are valid for employment as it is digital India and your new employer can verify the your certificate and experience from your previous employer.
