Zigsaw Blog

Author: Aanchal Lohia

  • How to develop a Pay Structure?

    A clear pay structure is one of the first important things that any company should have on its to-do list, which requires a lot of scouting and analysing. Proper market research on the different kinds of job roles, the kind of responsibilities that it entails, required skills of the employees helps in creating a pay structure template. A good remuneration plays a central role in employee satisfaction, which can be enhanced by providing them benefits of various kinds, which is a very tough goal. Post-retirement benefits in the form of EPF are included in every company’s payment structure which is mandated. ESI works to provide health insurance benefits for the employees, but it suffers from its own limitations. Let us have an elaborate look at these topics.

    Pay Structure.

    What are some of the steps that the company must go through to develop a pay structure?

    • Establishing value for each job position: Through market research of competitive firms, what other firms are paying for similar job roles, establish a value for each job role in your company by benchmarking other similar jobs and analysing their data.
    • Measuring the market position of the company: Comparing the company’s salary level with the average of the market’s pay level to understand some of the basic questions in terms of affordability, attracting and retaining of employees.
    • Have a clear budget for the salary payout: A defined budget is a very critical step that every company must have from the very beginning. Internal budget constraints and external market factors will pose as opposing forces in reaching a satisfactory pay structure.
    • Define compensable leverage for the employees: This is the increase in salary rate when the employees are promoted compared to the market rates of promotion in similar positions.
    • Start allocating and final adjustments: A series of hit and trial methods to reach the appropriate salary ranges for different job profiles based on the market data collected and analysed to reach a final pay structure.
    • Management approval and Communicate: After getting the management’s final approval for the salary ranges of different profiles, the pay structure is then communicated to all the staff.

    What are the different kinds of pay structures?

    • Individual pay rates/ranges: The most common form of pay structure, where the employees are told about their fixed salaries beforehand, and thus the company also has an exact estimate of their payout, their hiring potential. This is a rigid structure where the employees can have the only progression of their salaries if they are promoted. Contrary to this, the individual pay range provides a band of salary range that different employees in different job profiles can expect.
    •  Broadbanding: Dividing the employees according to their pay grades. There are different pay grades for different managerial job roles and executive job roles. This system includes maximum and minimum pay, with incremental stages between them, where the employees start at the minimum and then, based on her/his performance, get the increment.
    • Pay Spine: A simplified pay structure, where the spine is made up of pay points from the lowest entry-level salary to the executive level salary, and each pay point is defined with the fixed predefined salary and incremental levels in a particular position.
    • Job Families: A versatile pay structure, where the transition is based on the employee’s knowledge, skill, loyalty, experience. Here, similar roles are grouped, and each role is separated based on knowledge and seniority.

    Do you know the most important components of a salary structure in India are?

    • CTC or the Cost to Company: It includes all the components such as HR, bonus, basic salary, PF, etc.
    • Basic salary: It constitutes 35-50% of the total wage, based on the designation of the employee and the fixed amount that is paid before any deduction or increase.
    • Gross salary: The salary just before any deduction like taxes.
    • Net salary: The final takeaway salary after deducting the TDS, also called the in-hand salary.
    • Allowances: Different remuneration that is paid to the employees over a year, where these allowances can be taxed partially, completely, or not taxed at all. Some of these are Dearness allowance, House Rent Allowance, Medical Allowance, Leave Travel Allowance, and many more.
    • Gratuity: A lump sum amount paid by the company to the employee that is retiring.
    • Employee provident fund: An employee-benefit scheme where both the employer and the employee puts a certain fixed amount of money, from where a fixed amount of deductions can be made after retirement mostly.
    • Professional tax: The tax levied on employee’s salary by the state government, which is a maximum of Rs. 2500.
    • Perquisites: Generally non-monetary, these are certain benefits that the employees enjoy over and above their salary based on their position within the company.

    What is an Employee provident fund, and how is PF calculated?

    This focuses on post-retirement schemes and benefits. EPF is compulsory for Indian organisations under the “The Employees’ Provident Fund and Miscellaneous Provisions Act 1952”. A minimum of 10%-12% of the basic salary of the employee is deducted and deposited in the employee provident fund. In case the employee is a woman, she needs to pay only 8% of her salary to the provident fund for the first 3 years thereafter, which becomes 10%-12%, whereas the employer still needs to contribute 12%.

    The employee can voluntarily contribute more than 12%, but the employer is under no obligation to match it. Here, the employer’s contribution is limited to a maximum of Rs. 1800, i.e., 12% of 15000, so even if the employee’s salary is more than 15000, the maximum that the employer can contribute is Rs. 1800.

    The statutory compliances associated with PF contribution are that the contribution made by the employer is divided into two parts. Employee provident fund (EPF), which is 3.67% of the 12% contribution, and Employee Pension Scheme (EPS), which is 8.33% of the 12% contribution.

    For example, if the employee’s salary is Rs. 10000

    [wptb id=10005]

     

    What is Employee State Insurance(ESI)?

    A contributory fund, where both the employee and the employer contribute to form a healthcare insurance fund for the employee. Employees’ State Insurance Corporation manages them as per the rules mentioned in the Indian ESI Act of 1948. This scheme provides both cash benefits and healthcare benefits to the employees. Anywhere 10 or more people are employed eligible for ESI.

    Eligibility: All the employees who have a monthly income of less than Rs. 21000 are eligible for ESIC contribution. Employees having a daily average earning of up to Rs. 176 are also exempted. ESI is calculated on gross salary.

    The employee contributes 0.75% of his/her gross salary, whereas the employer contributes 3.25% of the gross salary, and the employer submits the total contribution within 15 days of the last day of the month.  

    For example, let the gross pay of the employee be Rs. 10000.

    [wptb id=9998]

    Now, the contribution periods are divided into two groups of 6 months each.

    • 1st April to 30th September, for which the cash benefit period is 1st January to 30th June of the following year.
    • 1st October to 31st March, for which the cash benefit period is 1st July to 31st December.

    Now, if the salary of any employee increases beyond the maximum limit of Rs. 21000 in between the ongoing contribution period, then the contribution for the remaining months are calculated on the new amount, till the end of the contribution period, and after that if the salary still surpasses the maximum limit, the employee is not eligible for ESI.

    Pay Structure Template

    The most basic salary structure of any company encompasses:

     [wptb id=10003]

    So, pay structures are of utmost importance to any organisation and serve to attract, nurture and retain good employees in the long run. It shows that the company values the employee’s hard work and rewards the employees handsomely.  

  • 10 Reasons HR Is Important to an Organization

    HR is an indispensable part of any organization. It is the most important wing that keeps every aspect of a firm connected and thus ensures that the business is running smoothly and efficiently. From every employee’s go-to person during the time of distress, to be the person who resolves any mishaps happening in the office, HR is the answer to all the problems. Employees are the backbone of any organization, but who keeps the employees happy and satisfied with their work? Yes, you guessed it correctly! It’s the HR! So, a happy HR equals a happy workforce equals a happy organization equals growth and success for the firm. So, HR’s contribution to any firm’s success is immense.

    HR’s importance in any firm ranges from strategic planning to the bottom-line workers. Thus, HRs provide an all-around contribution to the organization. So, let us zoom in on certain areas, where HRs contribute to aid in an organization’s success.

    1. HRs plays the key role in hiring and thereby securing a good workforce for the company:

    HR works closely with the hiring managers and they play an important role in the company’s hiring process. They conduct the entire process and make sure that the company hires the best candidates suited to its needs and requirements. Scrutinizing the candidate to make sure he/she will be an asset to the company is just one of the many beneficial aspects of HR.

    2. HR also aids recruitment and Onboarding of candidates:

    From declaring the job applications open to scrutinizing the CVs, to releasing the shortlists, to interviews and finally hiring someone, an HR does it all! Even after the recruitment process winds up, HR is responsible for the smooth onboarding of new hires, making sure that they are accustomed to the company’s policies and practices.

    3. HR makes sure that the new joiners receive the best development and training session:

    All the new hires undergo training and development sessions to introduce them and make them proficient in the kind of work that they are supposed to perform. HRs supervise the entire training process so that employees are proficiently trained for leadership and management roles to be taken up in the future and can lead the firm in the right direction.

    4. HRs help in keeping the employee satisfaction levels high in an organization:

    Everyone knows that a happy workforce is a sign of a healthy firm and a healthy firm is more prone to be successful in the future. So, it is HR’s job to make sure that the employees are satisfied in the organization and thus maintaining a good employer-employee relationship. They conduct surveys, focus group discussions, and interactions to make sure that the workforce is happy. All the discussions related to the employee’s compensation are also handled by HR.

    5. HRs control the budget of an organization:

    The HR team of any organization helps the firm to strictly work in its allocated budget by reducing excessive and unwanted spending. They devise ways by which cost cuts can be implemented so that the company can save money which will be helpful for the company in the long run. Negotiating salaries, benefits, and packages also comes under HR’s purview and they make sure that they efficiently use their negotiating skills.

    6. HRs also aid in the strategic management of the firm:

    HRs help in improving the bottom line of an organization by inducing its knowledge regarding how the workforce helps in the success of an organization. Many HRs specialize in strategic management too and thus take part in the company’s corporate discussions regarding which projects to take on and how to act further based on current trends going on in the market.

    7. HRs makes the firm a tech-driven one:

    Every aspect of a firm is being replaced by technology. So, technology is the new bread and butter for every firm. HRs identify and therefore implement the various technological needs of the employees by making the firm more tech-savvy and thus contributing to its success. Some of the digital tools adapted by HRs are online learning platforms, online payroll software, surveys for the development process, and many more.

    8. HRs play a major role in a company’s growth:

    HRs play the role of strategic advisor in case of any mergers, acquisitions, expansions, and even downsizing. It also helps in succession planning so that companies can work smoothly even if some unexpected situations arise. Conducting talent reviews and thus identifying potential in-house candidates can help planning for leadership roles in advance.

    9. HRs are the go-to person for resolving a conflict:

    Workplace conflicts are a common affair, but this should not have an impact on a company’s performance. So, even before it becomes a huge issue, HR sweeps in and saves the day. Thus, resolving conflicts helps to motivate employees and imparts a positive zeal on the workforce to work harder and thus provide better returns to the firm.

    10. HRs moderate company’s as well as the employee’s performance:

    Performance management is one of the key roles of the HR team. After acquiring the right talent, it is HR’s responsibility to check on the employee and deliberately provide active feedback related to his/her performance so that they can improve it continuously. This ensures that employees are not stuck in jobs that they don’t want and thus their skills and abilities are not wasted. Thus, exploiting an employee’s abilities to their full potential so that the company can reap benefits from it is the way HRs contribute to the firm’s success.

    There are reasons why HRs are called the employee’s best friend. A company is what its employees portray it to be and managing the employees efficiently is HR’s job. A good HR team is every company’s top priority as they help in making the most out of the employees by using the right resources. Thus, a successful company depends on a strong HR team and must value all the insights provided by them which will help them in growing and succeeding.

  • Onsite Childcare: How Does It Work?

    On-site daycare facilities are a growing trend in many workplaces. It is a benefit that is provided by the employer for employees who are balancing both professional and personal lives. This facility serves as a boon for new parents, who can look after their child, even while working. This facility has an age-bar to this. This facility can be provided by the employer at a nominal fee or even free. This is an initiative carried out by organizations to retain their top talent, who are also working parents, and serves as an aim to integrate both their personal and professional lives.

    What is an on-site daycare facility?

    In this ever-evolving world, where people are working tirelessly to provide themselves with a comfortable life, working parents often find it difficult to handle their newborn while working. So, onsite daycare facilities serve as a solution to this problem. Onsite childcare facilities provide affordable, top-quality childcare facilities for children of working parents within the workplace itself! Having onsite facilities not only reduces absenteeism amongst employees, increases their morale, but also increases their productivity. It serves as a measure that says to the employees that the organization values them and thinks about how to aid them.

    Why should companies provide onsite daycare facilities for employees?

    Having an onsite daycare facility within an organization makes it more appealing, increases its brand value, serves as additional perks for the employees, and also helps the firm in achieving its long-term goals. So, some of the reasons as to why should companies provide an onsite daycare facility for employees are mentioned below:

    • It is something that a current lot of job seekers demand

    Young millennials and gen Z are on a job hunt in today’s time. Though they may not be parents yet, they seem to have done a good amount of future planning and an organization that provides childcare facilities is on top of their lists. So, it helps the employer in attracting good talent.

    • It is a great way to show that the employees are a valuable asset to the firm

    Having an onsite facility sends a clear message to the employees that both their professional and personal lives are valued by the company and they are doing as much as they can to help them in acing both. This in turn motivates the employees to perform better and repay the trust that the company has shown in them.

    • It boosts employee’s morale, dedication and thus increases their productivity

    By reducing the separation anxiety that new parents have, automatically increases their concentration on the job at hand by helping them stay more focused without any stress of whether their young one is properly looked after or not.

    • It offers flexibility to the employees

    Having onsite daycare facilities also provides flexibility to the employees in their way of working, where they can check on their younger ones as and when required and work accordingly. This also instills trust, autonomy, and kindness among the employees.

    • It promotes equality of gender in the workplace

    Onsite daycare is not only for women employees but also for male ones. More and more fathers are enjoying becoming hands-on parents and helping their partners during the early stage by taking care of their new ones. Also, with increasing women in the workforce, taking care of their needs, also in senior roles, helps to retain them.

    What are some of the advantages of providing a daycare facility?

    Onsite childcare facilities have tons of advantages both for the employer and the employee. Some of the advantages for the employer are as follows:

    • Enhances employee loyalty: Providing an onsite daycare facility is a great way to show the employees that the company values them and thus the employee becomes loyal to the firm. It also makes an attractive benefits package to attract more employees.
    • Serves as a performance asset: Studies have revealed that having onsite facilities increases employee concentration and in turn increases returns to the firm. So, it acts as a performance booster for employees.
    • Improves the brand name of the firm: Providing a daycare facility at the workplace is a thoughtful initiative and helps the firm to increase its brand value by taking such steps by creating a happy and caring work environment.
    • A socially reliable firm: Taking such a step, projects the company’s image as a socially responsible firm, which gives great importance to the work-life balance of its employees.
    • Increased recruitment and retention: Providing daycare facilities increases retention rates of employees by making them feel valued and since it is becoming the topmost needs of job seekers, it also enhances the talent pool from which employees can be hired.
    • Tax credits: By providing onsite daycare facilities, firms can also claim tax credits.    

    Advantages of onsite daycare facilities for the employees are:

    • Working parents generally do not have time to look after the child all day, so it provides an easy solution at the workplace.
    • Being in the workplace, parents do not face separation anxiety and can have a better balance.
    • Parents can go and visit their young ones anytime they desire.
    • Onsite facilities are comparatively less costly and are included in the employee’s benefits package.
    • Getting a place in the firm’s onsite daycare is easier as compared to some outside daycare.
    • Onsite daycare schedules are generally synced with the business schedules and thus they have fewer hassles.

    What are some of the cons of having an onsite daycare facility?

    An onsite daycare facility has many advantages, no doubt, but it comes with some cons as well. So, the disadvantages of having a daycare facility in the workplace are:

    • Cost of building a daycare system: Building a childcare facility requires a huge amount of investment in licensing, additional space requirements, hiring of staff, daycare certifications, and toys and equipment to take care of the babies.
    • Distraction to the parents: Having their child with them on the premises, the parents might continue to worry about them all the time and may lose focus and not be able to give their 100% to the projects they were working on.
    • Discrimination between employees: People using the facility for their single child might feel discriminated against people who are using the facility for their 2 or 3 children as the benefits may not be evenly distributed.

    Childcare facilities at the workplace are for the betterment of the employees. Having an onsite childcare facility is becoming more and more important even from a strategic point of view. Even the employees feel valued and they want to forge long-term relationships with the firms. It provides emotional stability to the working parents and thus they tend to perform better at their jobs. The cons are there too, but the pros have a major lasting impact and will provide the workplace with a better environment to work in.

  • 7 Steps to Successful Succession Planning

    Succession planning is something that every firm must plan as it is a very crucial decision upon which the future of the firm depends. Correctly executed succession planning can help the firm to achieve its business goals whereas an incorrect one can serve as the firm’s most dreaded nightmare. So, careful implementation of succession planning is one of the key pillars on which the firm’s future resides and thus should be treated as number one on the priority list. However small any organization is, it will not work if it is not equipped with the right skilled people at the right positions and they do not upskill themselves with the changing times.

    What is succession planning?

    Whenever there is a vacancy at a key job position in the firm, maybe because the employee left for better job opportunities, retired, transferred, promoted, or passed away, then that key position needs to be filled on an urgent basis. This is where succession planning is required. It is a strategy of passing on the positions of leadership to the new person who will be stepping into the shoes of his/her predecessor. This leadership position pertains to any job role in the firm, not limited to only the top-most positions. It also entails the strategy of passing down the ownership of the company to an individual or a group of individuals. It is kind of a contingent plan that every firm must have in place, to keep up with uncertainties and help keep their business afloat.

    An empty position in any firm cannot stay like that for a long time as it is a loss-making proposition for the firm itself. So, the new person that would take up the position, can either be someone from the firm itself, making his/her way up the ladder, or the company can hire some fresh talent to bring into a new perspective for the job role. After identifying the key leaders, the firm must groom the talent according to the job profile so that it can perform according to requirements.

    What are some of the benefits of succession planning?

    Succession planning is an act of carefully strategizing for the future, requires lots of work and thus it is an important task at hand. Benefits of this process are:

    • It helps in keeping the employees motivated by keeping the avenues open for them for career progression.
    • The generation of baby boomers is at a stage of retirement and soon a huge number of vacancies are going to crop up, so new leaders are required who can succeed them.
    • This helps the firm’s management to keep a close track of its employees’ work so that the correct person can be called up for the leadership position as and when required, thus helping in identifying the correct leaders.
    • Internal succession planning also aids in the reduction of hiring costs.
    • Helps the company in making a long-term strategy.
    • It also helps the firm to track the correct time and need for corporate knowledge transfer amongst peers.
    • Helps to make the employees more agile and adaptive to continuously changing requirements and thus upskill themselves continuously.
    • It also helps in maintaining the brand identity by grooming an internal talent for the leadership role rather than hiring new talent from outside.
    • Helps in providing correct guidance to the employees from the beginning by assigning them, mentors.
    • Helps the leaders and the employees to share the firm’s values and mission.
    • External succession planning helps to bring fresh ideas, new networks, additional skills, and knowledge.
    • A well-thought succession plan also helps build the investor’s confidence in the company.

    How to do succession planning?

    Succession planning is a well-thought process and it has been divided into 7 crucial steps. These are:

    STEP 1 : Identification of key job positions and skills

    As a firm, taking a deep look into the business model and identifying the job positions that are essential for the company’s performance and the skills that are required for each of the job positions, is the most crucial step and thus forms the base on which the entire succession planning depends.

    STEP 2 : Identification of company’s need both long-term and short-term

    After identifying the key positions, the next that the firm must look at is which of the identified job positions are vacant or soon-to-empty in near future, so that selection and grooming of employees according to the job role can be done.

    STEP 3 : Start screening for potential candidates in case of an internal hire

    Scanning the workforce for a suitable candidate to be the successor, by carefully evaluating the employees, should be done as promoting an employee would involve less work and cost as the employee will already be comfortable with the company’s workings, values, and missions and thus will be able to fit the position much easily after training.

    STEP 4 : Start the recruitment process

    If an internal hire is not a feasible option for the job position, then fresh talent needs to be hired from outside and has to undergo the entire recruitment process and training. 

    STEP 5 : Appoint the new candidate as the “Successor”

    After going through the tedious process of screening, interviewing, case studies, and many more, the firm finally decides upon a candidate that has been chosen as the successor for a particular job role. Ensuring that the candidate is a good fit for the company both cultural and technical is a very crucial task.

    STEP 6 : Handing over the job

    The process of handing over the job is the most important step in succession planning. It serves as the manifestation of all the hopes, skills, and knowledge of the chosen one into the practical field. This is the stage where the successor steps into the new shoes and has on-the-job learning from the peers, team leads, and predecessor. The handover period must not be too long or short so that neither the successor is half-baked nor he/she is not being able to get out of the shadow of the predecessor.

    STEP 7 : Documenting the entire transaction

    Documenting the entire procedure is important for future succession planning to go on smoothly without any hiccups. The documentation must include the skills, knowledge, demands from the candidate for the particular position, the entire hiring process, the training provided, and the issues that cropped up in between the entire process.

    Succession planning is required by every company to keep their business running. It is the job of HR to keep the succession planning documents handy and always be on the lookout so that the firm does not shift behind in this continuous race of hiring and retaining new talent. Both the internal and external hire for succession planning has their pros and cons. So, what do you think, which source of succession planning is better?

  • How to conduct a background check for employees?

    Finding the right fit for your organization is a difficult yet satisfying process. Employees that will add value to the firm, enhance the returns, make the workplace productive, and improve the team dynamics are always welcome. But if the new joinee lacks these important skills, it is a very risky investment for the firm. The only way to ensure this is to have a thorough background check of the employees before joining so that few other aspects of the employee’s personality can be explored and the candidate can be groomed accordingly. The correct way to do the background check is through legally compliant third-party providers, where it can be done at two points over the employee’s stint in the organization.

    Beginning of the article

    Background checks not only provide information on whether the person will be a valuable asset to the company but also provides information regarding the person’s past employment details, criminal records, credit history, any information that can have a direct impact on the person’s employability with the said firm. 

    Background checks are of 2 types. The first is called the “pre-employment background check”, where the background check is done on new employees, before they join the firm, to make sure that all the details furnished by the employee are correct. The second kind of background check is done during the employee’s tenure at the office. This generally happens if some kind of concerning facts regarding the employee has come into the foreground, or if it is listed in the company’s official policies.

    Do employee background checks have any benefits?

    Companies hire third-party service providers for doing these checks, they spend a lot on this procedure, so definitely background checks have their perks. Some of these evident benefits are:

    • The optimal fit between the job position and the employee: Having a correct idea about the person’s personality gives the employer the confidence that they are hiring the correct person for the job. For example, a person with a good credit rating and financial scoring can be a better fit for the finance role as compared to a person having none of these.
    • Say NO to bad hires: A bad hire costs a lot to the company, so background checks help the company in reducing that.
    • Reduction in legal costs and liabilities: Companies can reduce their insurance costs and any kind of lawsuits by hiring reliable people, not having any past criminal records.
    • Reduction in employee attrition: The company carefully does background research and then only hires people who are a good fit for the firm where their interests align, thus reducing employee attrition.
    • Workplace safety: Checking the criminal history of the potential joinee, correct decisions can be taken whether to hire that person or not, thus reducing workplace violence or theft.

    What are some of the things that are included in employee background checks?

    The employer, if introducing a third-party service, for the hiring process, the employee must be informed beforehand, and written consent of the person in question must be taken, before starting the entire process. The Fair Credit Reporting Act (FCRA), sets the rules for conducting the background research and the entire findings must be documented as a report. The process of background check is comprehensive and some of the must include in a background check are:

    • Education details: To verify whether the education details for school, college, master’s degree are true or not, this forms one of the most primary boxes that need to be ticked during a background check.
    • Criminal records: One of the most important things to maintain the safety of the workplace, required for jobs about security. All local, national, international records are checked.
    • Past employment verification: For validating the employee’s past job experiences, his/her workplace behaviour, past achievements, skill-set harboured by the candidate.
    •  Credit checks: Reviewing a person’s credit history, gives an overall view regarding loans, payment history, unpaid bills, bankruptcies, and many more. This becomes extremely important for candidates who want to secure jobs in some financial segments.
    • Driving records: This gives information regarding the mobility of candidates, suspensions, and driving history.
    • Drug screening: Careful research on the drug history of the candidate (use of illicit drugs) will help maintain a much safer and productive environment.
    •  Sex offender list: An important area to look upon to maintain a safer work environment.
    •  Medical records: Having a clear understanding of the employee’s medical limitations is an essential part of offering the job to the candidate.

    How to do background checks?

    Some rules must be in place before the organization goes for a background check of its employees or recent hires. So, some of the mandatory steps in going forward with this procedure are:

    •  Have a consistent company policy regarding the entire procedure: Having a well-documented policy regarding the procedure reduces confusion and the entire process goes on smoothly and also all the legal requirements about the entire procedure become clear.
    • Getting legal advice and checking with the company’s insurance: Not all information is to be unearthed while doing a background check, so this can land the firm in some legal soups. So, to avoid this, the firm must always contact a lawyer that can guide the firm in the right direction and help avoid such sticky situations.
    • Notify the applicants/employees before going on with the procedure: The employee must give written consent for some kind of background research that the company does and thus this also gives the candidates a fair warning and can also help in eliminating certain candidates who know that they will get disqualified once the background check process is in place.
    • Use third-party background check services that are FCRA compliant: The FCRA provides clear, written rules of what can and cannot be included in a background check, and thus hiring third-party services that are FCRA compliant is a safer bet.
    • Conduct the background check and do not form some kind of prejudice regarding the applicant beforehand.
    • Be extremely cautious with the entire process and review the findings: Do not take the process to be a boring mundane routine task and do the process diligently. Even after getting the results, try to get to the bottom of it and not just make up biases in the mind.
    • Give the applicant the chance to clear up the misunderstandings: Not all the information obtained in the background research is correct, give the applicant the chance to clear if any such misunderstanding occurs, and thus it can help the company to save up on a great employee.
    • Save the records: It is pertinent that the company stores the background reports of all the employees for 1 year so that it can serve as tangible proof in case any applicant asks for their report.

    It is correctly put that the workforce is the backbone of a good organization. Doing comprehensive background research is a must for every company to raise good and retain good talent, improve the work culture and thus get the maximum return. With informed hiring decisions, any company can reach the pinnacles of success and achieve its business goals.  

  • How to Make Salary Slip with Sample Formats

    The salary slip. The payment proof of your hard work. It is a document given by the employer to the employee. It is generally issued monthly after the salary is credited to the employee’s bank account. It can either be provided as a physical piece of paper, or its e-version can be mailed to the employee’s account. The company is under the legal obligation to issue a salary slip to the employee to have a record of the salary payments and deductions.

    Components Of Salary Slip

    Most of the employees do not pay much attention to this document as many are majorly concerned only with the salary credited into their respective accounts. A salary slip shows the salary of the employee broken down into various components like the basic salary, deductions, allowances and many more. A salary slip can have various formats, but some of the most important headings of a salary slip are:

    • Basic salary: The essential component of salary that constitutes the largest part of about 40%-50% of the total salary. It varies according to your position in the company. This forms the basis for all the other components of the salary.
    • Dearness Allowance: This is paid on top of the basic salary, and this component varies according to the prevailing inflation rate. It is generally 30%-40% of the basic pay, and for income tax, both the basic and the dearness allowance is taken together.
    • House Rent Allowance (HRA): All the companies must pay some amount under this heading which varies between 10%-35% of the basic and depends upon the position of the employee in the company. This is tax-free up to a certain limit provided the house rent proofs are furnished.
    • Conveyance Allowance: The amount that the company pays to cover the work-related travel expenses. This is also free of tax up to a certain limit.
    • Medical allowance: Many companies also provide a medical allowance which can be availed at the time of an accident or some major mishap. This amount will be disbursed only if a proof is provided and is limited up to the amount of INR 15000. 
    • Target linked pay: This is a performance-based component, provided as a lump sum amount quarter wise or semi-annually. This component is also tax-deductible.
    • Income tax or Tax deducted at source (TDS): This is a deduction that the company does according to the tax slabs as specified by the government of India. This is called tax deducted at source, and the final income that the employee receives is after the tax deduction.
    • Professional Tax: Levied by the state government, every working professional must pay this.
    • Provident Fund: As mandated by the government, the employer deducts 12% of the basic salary every month and makes a similar contribution to the employee’s provident fund account which is tax-free and is kept as a means for the employee’s retirement, so it is part of the employee’s investment portfolio.

    The basic components of a salary slip are described above. There can be some other headings also, which varies from company to company. 

    How to Make Salary Slip with Sample Formats

    Importance Of Salary Slip

    A salary slip is not only provided just because it is a legal requirement of the company to do so. But a salary slip has it’s own importance and uses. Some of the importance of a salary sip are:

    • Planning of income tax: Different components of the salary has different tax treatments as authorized by the law. So, having a clear idea about different components can help the employee to maximize the tax savings for the given financial year.
    • Employment proof: Apart from the offer letter, this salary slip is something that forms the proof of an employee’s employment for a particular company. It can also be submitted as proof of the last salary drawn when applying for a visa to a foreign place or for various programs at various universities.
    • Loans/ Credit Cards: This salary slip can also help in availing loans where it can be submitted as proof and can also help the institution to gauge the employee’s ability of debt repayment. It also serves as proof when applying for any borrowings, mortgage or credit cards.
    • Retirement Savings: Having an idea about the provident fund, gives a clear indication regarding the retirement savings that the company will provide the employee.
    • Helps in further employment: Knowing the various components of the salary slip can help in assessing various job offers and can also help the employee to negotiate salaries while switching jobs.

    Sample Format For Salary Slip

    Apart from the components of a salary slip, some of the other mandatory things that need to be there in a salary slip are Date, Name of the company, Logo, Address, Month, Year, Employee Code, Employee Name, Designation, Bank account number and many more. Let us look at some of the sample formats of a salary slip.

    Sample 1:

    Salary Slip Sample 1

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    Sample 2:

    Salary Slip Sample 2

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    Sample 3:

    Salary Slip Sample 2

    Download Sample

    Here are some samples for a salary slip. The basic details remain the same, only the kind of allowances and the deductions change. Providing the employee with a payment slip is mandatory for every employer. A salary slip, as discussed above, has its importance to play and must be saved carefully. Thus, salary slips are important for any employee to avail of various long-term benefits.

  • Best Answers for “Why Shouldn’t We Hire You” Interview Question

    Wait, wait, wait. Read the question again. It isn’t the normal, routine question that you might have faced in the interviews stating “Why should we hire you?”. As soon as you are gearing up to deliver your practised version of the answer, the realization will dawn upon you, that a trick question has been sent your way and the actual question stands as “Why shouldn’t we hire you?”.

    This trick question is becoming pretty popular nowadays, and it is being used to throw the candidates off-guard. So, a well-prepared answer to this question is also one of the mandatory preparations that you have to do before facing an interview.

    This question can be considered as an exaggeration to the question “What are your weakness?”. This question should be a well-prepared one. The main motive of answering this question is to highlight a strength wrapped up as a weakness. Although asked as a trick question, if answered nicely, then this question can allow you to shine. 

    Why Such Trick Question?

    Every question in an interview is asked with a purpose. Reasons, why an interviewer asks this question, are: 

    • To see how swiftly you can think on your feet, when a question, quite different from the traditional ones are asked. The interviewer wants to check how nimbly you can find your way out of an unfavourable situation.
    • Another reason is that the interviewer wants to get an idea about both the strengths and the weaknesses of the candidate so that they can better assess them. 

    Some Tips to Follow While Answering This Question

    A perfect answer demands lots of research and hard work. To turn this question in your favour, continuous practice is a must. For practising, a great answer is required. So, to prepare a great answer, some of the tips are: 

    • Be honest: There is a reason honesty is called the best policy. No person is perfect. So, don’t fall into that age-old trap of “I don’t have a weakness.” This answer will put you in a negative light, so be honest and think of a reason that can be stated when such a question is asked.
    • State a reason but with some corrective measures: An answer has to be given, so if you are stating a weakness as the reason, make sure to add some corrective measures that you are taking, improving that weakness as it will give a good impression. But be careful, do not mention a weakness, that can hurt your chances of getting the job, or that is related to the job profile. 
    • Identify your strengths: One of the best ways to answer such kind of questions is to mention some small weakness in a passing manner, followed by a vivid description of your strengths.
    • Make your research game pretty strong: You can prepare your answer based on the kind of job profile the company is offering. If a certain characteristic is required for the job, you can answer the question by stating the opposite of that characteristic. For example, The job entails to be working in large groups, so you can answer by saying that “You should not hire me if you want someone who can work independently on your projects.” 

    Do Not Do These!

    It is a trap question. So, falling in this pit-hole is quite easy. So, there are certain NOs which you should follow to avoid falling into the trap. These are:

    • Do not be cocky: Do not be one of those who answer along the lines that “You do not have any reason not to hire me!”. This creates a bad impression and can drive your interview downhill from that point forward.
    • Do not spread negativity: State your weakness, but not continue to dwell on them. Do not use this question as an opportunity to point out a weakness in other candidates.
    • Do not give them a reason not to hire you: Do not state a reason, that can straight-away give the employer a reason to disqualify you. So, have good background research about the company and the job profile.
    • Do not dodge the question: Answer it. Do not try to avoid it. This will do more harm than good.

    Sample Answers

    Best Answers for “Why Shouldn’t We Hire You” Interview Question

    Some of the sample answers for the above question are:

    Sample 1:

    “Well if the job demands an individual that can head-on lead the department, then I may not be the correct person to do it. I am more of a team player. Heading a department will be something very new for me. But, the part that is my forte is bringing a plan to life, i.e., it’s execution. In meetings generally, a lot of ideas are thrown around, but none of those comes to its fruition. I shine at identifying potential ideas, following up these ideas, and executing the most suitable idea.”

    Sample 2:

    “I am great at delivering my deliverables at exact deadlines. I never miss an important deadline. But one weakness that I seem to have is, I am not the kind of the employee that can come sharp at 9 AM to the office. I am a person who prefers working late and can put in extra hours, but being chirpy and full of energy early in the morning is very difficult for me. So, if this is a judging-criteria, then I think I am not a correct match.”

    Sample 3 (When you shine at a certain skill that is required, use it as leverage):

    “If you are looking for a person who is great at managing people, so I may not be the right choice, as my management skills are quite rusty. But, if you are looking for someone who has great expertise in handling the reports and the statistical data, so I am the person, who has good experience in MS-Excel and being a statistician, I know all these, like the back of my hand.”

    Sample 4: 

    “I have this habit of getting too engrossed in my work and doing it till it is executed perfectly. So, if you don’t want your customers to have an individual and immersive experience, then I may not be the perfect candidate, because I believe in serving each customer on a personal level.”

    Sample 5:

     “If you want someone who thrives working independently, so I am not the right choice. I like working in teams because I feel that I am at my maximum efficiency when I work with a group of people. Working in groups brings out the best in me as different ideas bounce off each other, and together, we can reach a great decision.”

    Sample 6: 

    “You should not hire me if you are looking for someone great at small talk. Though I love socializing with people, I like to talk to them, to get to know them, not just the formal Hellos and Byes. I need to get to know people who are in my team and share a great camaraderie so that we as a team can give out 100 per cent.”

    Sample 7:

    “You should not hire me if you want someone would stick to the official 9-5 job and would not be thrilled to put in extra effort just for the sake of the benefit of the company. I am the kind of the person, who believes in giving my 100% when it comes to projects so that I can deliver them to the finishing line as soon and as accurately as possible.”

    So, these are some of the classical answers, where you can portray your strengths as the reason why you should not be hired. Taking a clue from these, you can create your own modified version of the answer, depending upon your strengths, the company and the job profile. This question gives you a chance to convert your interview to a huge success, so do not waste it and use it your advantage. 

  • Difference between Career Planning and Succession Planning

    Planning is one of the most fundamental characteristics of human nature. It is the tool that gives us the sense that we have control over certain aspects of our lives. It is a big, uncertain world out there, where it seems that nothing is in our hands, as the factors continuously change and new circumstances evolve from time to time. No one likes to live in a world full of uncertainty and cluelessness. But, having a definite plan in our minds gives us a kind of security of having a clear-cut path ahead of ourselves. It helps us train ourselves and be prepared for whatever may come.

    Career planning is something that every individual does from their college-level or some maybe even from school level so that they have a well-thought-of road map to achieve their dreams and goals. On the other hand, succession planning is a decision that the organization as a whole take, by choosing a candidate from amongst the pool of qualified candidates, to be the successor to a particular higher-level post after the previous candidate retires. Succession planning directly or indirectly plays a key role in the fulfilment of an individual’s career plans.

    What is Career Planning?

    Career planning something that every individual does from a young age. It forms the first step in analyzing one’s personality to identify one’s interests, strengths, weaknesses and the type of career that they want to pursue. It is a process that the individual carries out at a personal level to gather more information regarding oneself so that further planning can be done.

    Career planning, which comes under career management, where the process of exploring, analyzing and evaluation, starts happening at a very young age. The entire process starts by finding out about your interests. After the first box in the check-list is ticked off, you can find out more about the stream of academics that will help you to convert your interests to a more career-focused path. After the goal is set, planning involves formulating various strategic measures that have to be implemented to achieve that goal.

    For example: Suppose an individual gets easily curious about anything (however small it may be) and tries to get to the bottom of it, may have a good career path in the field of journalism.

    Also Read: Best Career Options after Graduation in India

    So, after the decisions are taken, the next step is to convert all your plans to actions, so that the planning can finally see the light of the day. Thus, identifying the skills and interest at an early age can help you direct all your energies and focus on achieving the plan and may also give you a competitive advantage over your peers. 

    Career planning is an ongoing, continuous process. Even after, you are in a corporate environment, and the career planning changes according to your job profiles, your strengths and weaknesses in handling the job, your interest in the work. Your career goals can also help you bring improvements in your current work-space. As and when you continue to succeed in your career, your career plans and objectives keep on changing, thus making it an ongoing process.

    What is Succession Planning?

    Succession planning as the name suggests is the process of identifying, training and selecting appropriate successors for a critical post in an organization. Unlike career planning, succession planning affects the entire organization, and thus the entire organization takes part in finding the next in line for the job.

    Succession planning is done to fill up a critical post with newer, fresher talent because the old ones got retired, left the company due to some other reasons, or may have died. It is done to maintain the smooth functioning of the organization so that some key decisions do not take a hit just because a post is vacant.

    As is intuitive, succession planning is a necessary process, upon which the future of the entire company lies. One wrong decision and it could cost millions. So, it has to be well-strategized, well thought of and successfully executed.

    So, the first step involves identification of all the major job profiles in your organization and find out which profiles require a successor soon. This is followed by critically examining the employees’ performances and based on that, selecting a handful of potential candidates. These candidates are trained, and finally, based on some extensive training, the most eligible candidate is selected for the post.

    Succession planning has its perks, as it encourages healthy competition between the employees, which results in value addition to the company. It helps identify the star players in every domain, who are most valuable to the organization. It also helps in motivating the work-force, thereby playing a central force in guiding the employees’ career plan and goals. 

    Difference between Career Planning and Succession Planning

    Difference between Career Planning and Succession Planning

    As is quite clear from above, career planning and succession planning are widely different from one another. Succession planning though plays a huge part in driving the career plan of an individual, but in no way are they the same thing. Their major point of differences is provided below. Please have a look.

    • Career planning is an individual decision, while succession planning is an organization’s decision.
    • Career planning is the process where an individual identifies her/his skills, interests, strengths and weaknesses and decides on a career path, whereas in succession planning the organization searches for the best suitable candidate to fill in a vacant position. 
    • Career planning is an ongoing, continuous process which spans almost over the entire working life of an individual, while succession planning is a process, that is done to fill in the vacant position in an organization and keeps in mind the long-term goals of an organization.
    • Career planning is done from an employee’s point of view, while succession planning is done from the organization’s point of view.
    • Career planning comes under the umbrella of career management, while succession planning comes under succession management.
    • While in career planning, an individual fills up various positions in his/her lifetime, in succession planning, a position is filled by various individuals.
    • Career planning ensures success and advancement in one’s career. In contrast, succession planning provides the leadership skills required to attain the goals of an individual and ensures the smooth functioning of an organization.
    • While succession planning, tends to have a direct impact on an individual’s career planning, targets and goals, vice versa is not true.  

    The salient features of both career planning and succession planning are written in a concise form below: 

    Career Planning Succession Planning
    It is an individual decision. It is the entire organisation’s decision.
    A process where an individual explores and identifies her/his interests and thus carve a career out of it. A process where the organization searches and trains the suitable candidate for taking up the higher position.
    Done for an individual’s success in their career. Done for the smooth functioning of the organization.
    Done from an employee’s point of view. Done from an organization’s point of view.
    Comes under career management. Comes under succession management.
    An individual takes up various positions in his/her lifetime. The position is filled up by various individuals.
    Has no such impact on succession planning. Has an impact on career planning.

    Thus, both career planning and succession planning is extremely important, and it is generally advised that everyone must have a clear idea regarding their plans. Career planning will help to have a clear focus and thus will help in redirecting all your energies to attain that goal. Succession planning is a well-defined strategic procedure that is designed to help the company reach great heights. So, both of the planning, though not directly related, is extremely critical and should be looked into.

  • Difference between IT and CS

    Two of the most common words used by the majority of the younger generation nowadays is IT and CS. For all who are confused by the acronym, IT stands for Information Technology while CS stands for Computer Science. For many people, these two are words with almost the same meaning. Though these words may be similar, let us assure you, they have a spectrum of differences when looked closely upon. They sure do have some overlaps, as both of them are related to technology and computers, but both these paths require to have skillset and knowledge unique to each of the career paths.

    This is a very common question that most of the students interested in having a career in the field of technology and computer have. But don’t you worry! We have got you covered. We will provide you with clear knowledge regarding both the fields, how to get into those fields, the kind of skills required to excel in that career, and majorly the differences between both IT and CS. So, let’s get started!

    Also Read: What to do After B.Tech in CSE?

    What is IT?

    Information technology, in the simplest words, means an application of technology, which is usually created on a huge scale to provide a solution to some organizational problem. It is related to solving problems of technology. A career in IT mostly revolves around the installation, testing, running, maintenance, and running of computer systems and massive databases. In simple terms, it is the practical application of technology learning.

    How to Get a Career In IT?

    Like most careers, a career as an IT professional also demands a bachelor’s degree of 3-4 years in IT or a related subject. Apart from formal education, a good aptitude in Linux and SQL, project management, customer service skills are also recommended as it aids in an IT career. Being up-to-date with the current trends in technology, programs, and operating servers is a must if you want to be a successful IT professional.

    Apart from formal education, attaining various industrial certifications like ITIL, Network+, Security+ can help when searching for a job in the IT sector. A bachelor’s degree is a great start, but don’t just limit yourselves to that one degree. Complete your master’s in IT or a related subject to make your resume more appealing. Also, gaining work experience in any field is the best way to gain hands-on knowledge of the actual workings of the IT sector.

    Key Skills Required

    A successful IT professional must have many skills, but the following key skills are mandatory to make a successful career in IT. These are:

    • A vast software knowledge
    • Critical analytical thinking
    • Problem-solving skills
    • Technical skills
    • Project management skills
    • Strong communication skills
    • Database management
    • Operating System knowledge

    Careers in Information Technology

    One of the fastest-growing career options, a career as an IT professional, does provide some options depending upon the kind of role you want to perform. Some of these are:

    • IT Consultant: A professional that generally works for a consulting company whose aim is to provide technical advice to its clients to make the most cost-effective use of technology and improve the work environment.
    • Network engineer: The person who is responsible for overseeing the company’s network infrastructure and also build communication networks like LANs and WANs.
    • Computer support specialists: Individuals whose work is to advise people and help them solve their queries regarding their software.
    • Information security analysts: Individuals responsible for the security of the organisation’s entire network and prevent it from cyberattacks and devising an emergency route in case of a breach.

    There are many other career options available as an IT professional. The most common ones are listed here.

    Difference between IT and CS

    What is CS?

    In simple terms, computer science is the computer and the associated software and software systems. It provides the foundation for pursuing a career in coding and programming. It is related to the “how” behind any computer application. A computer science degree will provide much in-depth knowledge regarding the designing of computers and other devices. In a fun way, computer science people are the ones who can chit-chat with your computer and can understand the problems (if any) with your system within seconds. 

    How to Get a Career in CS?

    To have a career in CS, strong mathematical skills are a must, which is followed by the same old procedure of getting a bachelor’s degree of 3-4 years in computer science, which will make you good to go start pursuing a career in CS. Along with the knowledge of the working of computers, a pretty decent knowledge of different coding languages like Java, C, C++ is a must to excel in a CS career. Along with the bachelor’s degree, certifications, and a master’s degree in computer science will help catapult your career forward.

    Key Skills Required

    To have a fruitful career in computer science, having some of these skills might help. These are:

    • A strong, advanced mathematical background
    • Love for coding in different languages like Java, C++, and many more
    • Software engineering 
    • Problem-solving skills
    • Great analytical skills
    • Resilience and patience

    Careers in Computer Science

    Having a degree in computer science opens up a plethora of career options. It provides a vast number of opportunities as they have a solid background in coding, which is a much-demanded skill nowadays. Some of the career options are listed below:

    • Software Engineer: The job includes developing new software as per requirements and keeping the last ones updated.
    • Programmer: One of the most popular jobs after completing a CS degree, which entails creating codes for various software programs in the language as demanded by the client.
    • Computer hardware engineer: Just as a software engineer is responsible for keeping the internal software running, a hardware engineer’s job is to design, repair, and update the physical hardware parts of the computer.
    • Database Administrator: The job role includes building, maintaining, and continuously updating the database created for the client.

    Difference between IT and CS

    Apart from their definitions, the kind of job that both degrees invite, the skills required, there are some more differences between IT and CS, which are stated below:

    Information Technology Computer Science
    It is a process of solving technological problems by the application of networks. It is the process of developing a new program by coding.
    The study of computing techniques that needs to be applied for industrial problems. Study of the computer and the principals of computing.
    A bachelor’s degree in IT or other related areas is required. A bachelor’s in computers is needed.
    The curriculum entails the study of software. The curriculum includes the study of both hardware and software.
    An IT professional usually work in teams and needs to interact with the team frequently. It is an individual job, where the code is written, developed and tested.
    Skills required are customer relationships, project management, the current trend in technologies. Skills required are software engineering, different languages.
    Job includes application of the tools. Job includes designing of the tools.
    A team worker, who likes assisting others, can choose IT. Those who love working independently can go for this career.

    Conclusion

    Though there are specific differences between IT and CS, of these discipline offers excellent career options with great career graphs. The difference between them is important to understand as it will help you decide what kind of skills you possess and which career will be more suitable for you. Just figure out the skills, and then you are destined to make great things happen!

  • How to Write Congratulation Mail to Selected Candidates with Samples

    Getting a job is probably one of the happiest moments of someone’s life. Being employed, the ability to fulfil the responsibility on one’s shoulder, the sense of accomplishment is something unparalleled for. In a country like India, the competition is extremely high. Here we have so many candidates competing against one another for the same job and with almost the same set of qualifications that it makes the selection process quite a challenging task for the recruiters. Everyone puts in their best to convert the opportunity, and when that mail finally arrives, stating SELECTED or HIRED, that moment is nothing but pure bliss.

    Most of the companies follow a standard format for the congratulations mail when delivering the great news that lightens up the life of the candidate. The hired candidate is called and is given the news of his selection first through call or in person. It is not considered a good industry norm to inform the selected candidate only through the email.

    Most of the candidates are looking at various job alternatives, so informing them beforehand through call is considered a better option. Then, the terms of employment, which include the salary, the duration of employment (if applicable), location, and others, are negotiated in person. Then the final congratulation mail is sent to the candidate. The email serves as the verbal agreement for all the negotiations held earlier.

    Why Send a Congratulation Mail to Selected Candidates?

    Congratulations! You are hired! Email is sent by the HR of the company to the selected candidate after the candidate is successful in securing the job. The reasons for sending the email are:

    • It is the most commonly practiced industry standard.
    • The candidate may forget the terms of employment if they are just discussed verbally, so to state the terms of employment clearly, the congratulations email is sent.
    • To make a formal documented proof of the negotiated and then agreed-upon terms of employment so that no discrepancy arises in the future, and there is no case of cheating.
    • To extend a formal welcome invitation to the candidate in the organization.
    • To get the candidate excited for the new stint at a new company and also covey the information required by the candidate for the first day at the company.

    So, sending out a congratulations email does serve various purposes.

    What to Include in Congratulations Email?

    There is no perfect way to write a congratulations email. Still, some details have to be included in every Congratulations email that the organisation sends to the candidate. So, the most important aspects that have to be included in every congratulations email are as follows:

    • A catchy subject line that conveys the good news to the selected candidate. Examples of a catchy subject line are:
      • Job offer from [company name]
      • Your job offer from [company name]
      • Your offer from [company name]
      • Hired at [company name]
    • A vivid description of all the duties that the selected candidate is expected to perform.
    • The date from which the job commences, i.e., the starting date. This also included the job location where the candidate is supposed to be working.
    • Details of the immediate supervisor, the person to whom the selected person will be reporting to directly.
    • First-day reporting details.
    • Details of the salary, i.e., how much to be paid and when to be paid.
    • Detailed information regarding leaves, vacations, and personal leaves, how many are allowed, how many are paid leaves, and when they can be taken.
    • The benefits, pension scheme provided by the organization. 
    • Working hours that the candidate is required to put in. 
    • A deadline for the candidate to revert in case of any queries or when they accept the job offer.
    • Name and the contact information of the recruiter in charge.
    • The organisation’s stamp.

    These are the mandatory details that need to be included in the congratulations email. Now, let us look at some sample congratulation emails so that the format becomes even more clear.

    Congratulation Mail to Selected Candidates Samples

    How to Write Congratulation Mail to Selected Candidates with Samples

    SAMPLE 1:

    Subject Line: Job offer from [company name]

    Email:

    Dear [candidate name],

    Congratulations! This email is to formally offer you the job of [job title] for [company name]. We strongly believe that your skills and expertise will help our company to reach great heights.

    As discussed with you previously, you must start on [start date], and the salary stands at [salary figure] per annum. We have the policy to disburse the salary by every 10th of every month, and it will be credited directly to your bank account. You are supposed to report to [reporting manager] on [day] at sharp [time].

    The pension scheme offered by the organization covers your entire family, and it will begin one month from your first working day. You may sign up for additional benefits that the company provides [can include other benefits as negotiated with the candidate].

    A copy of the offer letter is enclosed as an attachment. You are required to sign the document by [deadline] and return it to the below-mentioned communication address in case you accept the offer. After receiving the signed copy, I can further communicate the details of the benefits and the leaves that you are entitled for. 

    We are looking forward to working with you.

    Please contact me in case of any queries.

    Yours’ sincerely,

    [Signature of the employer]

    [Position of the employer]

    [Company name]

    Sample 2:

    Subject line: Offer from [company name]

    Email:

    Dear [Candidate name],

    Congratulations. We are so happy to inform you that [name of the company] you like to extend the offer to you for the position of [job position]. After interviewing all the candidates, we found you the most suitable person for the job. You will be working directly under [supervisor name], and we believe that your addition to the team will add great value to the company.

    According to the laws, we would require to check your employment eligibility. I have enclosed a form, which you need to fill in and report to the office on [start date] at [time]. You can report directly to [reporting officer], who will guide you through the training procedure.

    On your first day, the HR team will brief you about the benefits and the insurance claims you can choose from. They will also explain the leave policy, profit-sharing plans, and the norms followed in the office.

    Your salary will be [salary figure] per annum, which will be paid monthly and credited to your account by the 7th of every month. I have enclosed the offer letter and the document stating the terms and the conditions. If you accept the offer, you are required to send back the signed copy of the offer letter by [deadline]. The other steps in the hiring procedure will be communicated by me after receiving the signed acceptance letter.

    Please feel free to reach out to me in case you have any other doubts. We look forward to you joining us and making us bigger and better than ever.

    Yours’ sincerely,

    [HR’s signature]

    [HR’s name]

    [HR’s contact details]

    Sample 3:

    Subject line: Job offer from the [company name]

    Email:

    Dear [name of the candidate],

    We are excited to inform you that you have been hired as the [position name] for [company name]. You will work closely with [person’s name], and we believe that your combined excellence will help bring great laurels to the company.

    Based on our conversation, your annual starting salary is [salary figure] payable monthly via direct deposit. You are required to report on [date] at [time]. Your job duties and responsibilities are explained in the document attached below. Please go through it and familiarize yourself with it. 

    The rules and regulations of the company, terms and conditions of your employment, and the details of the benefits and insurances offered by the company are enclosed below. Please have a look. 

    In case you accept the offer, kindly send the signed offer letter to [company’s address]. We are looking forward to having a great fruitful future with you.

    Regards,

    [Name]

    [Signature]

    [Contact details]

    These were some of the sample congratulations emails. Every email contains the same basic information. The congratulations email serves as a ray of hope and happiness to the selected one. Everyone loves receiving good news, and a good email with a positive tone can do wonders. So, it is a great way to welcome the new addition to your work family and make them feel that they belong there.