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HR Joining Formalities | Follow for Smooth Hiring

By Shreya Durgan

HR Joining Formalities are the formalities that an employer follows when recruiting new employees.

These formalities are important as they help in making a good impression on the candidate and also help in building a good working relationship with them.

They are followed by every employer to make sure that their recruitment process is smooth and transparent for both parties involved.

HR joining formalities consist of many steps, which include:

Pre-employment Medical Examination
Applicant's Interview
Background Check
Reference Checks
Offer Letter
Discussing Employee Benefits
Joining Letter
New Hire Orientation

Pre-employment Medical Examination

A pre-employment medical examination is a medical examination that is done before someone starts to work.

This exam is usually required by law and it is meant to make sure that the person can do the work they are being hired for.

The pre-employment medical examination usually includes a physical exam, blood tests, and urine tests.

The employer may also ask for x-rays or other specific tests depending on the job.

However, the medical history of any employee has to remain confidential with the employer.

Moreover, the pre-employment medical examination can help identify any health issues that may affect their ability to meet work standards and perform their job duties.

Applicant's Interview

The interview is an important HR joining formality for any organization.

It helps the organization to:

Evaluate the applicant's skills, knowledge and experience.
Assess whether the applicant will be a good fit for the organization or not.
Understand what kind of personality one has.
Know how they will behave in a team environment.

Interviewing is also an opportunity for the applicant to find out about the employer and decide if they want to work there.

The interview can be conducted in person or remotely by telephone, video conference, or online chat software.

Background Check

A background check helps in verifying an individual’s identity, criminal records and any other information that is relevant to an organization.

For instance, if you are hiring someone for a sensitive position in your company, you should conduct a background check on them.

It will help you know whether they have ever been convicted of a crime or not.

In the last few years, there have been many cases where criminals have joined organizations and committed crimes after they were hired.

Thus, background checks help organizations avoid such scenarios.

Background checks can be done through various channels like social media, previous jobs, educational qualifications etc.

Reference Checks

Reference checks are an important part of the hiring process.

References provide a way to find out more about someone's character, work ethic, and personality, which is why they're an important formality in the hiring process.

They also help to find out if there is any reason why they shouldn't be hired, such as if they don’t have good references or if they have bad habits which might affect their work performance.

Offer Letter

An Offer Letter is a letter of acceptance from the company that an employee is joining and thus an important joining formality.

An Offer Letter contains the following:

A formal offer of employment from the employer to the employee
Terms and conditions of employment
Date of commencement and duration of employment
Salary or wage offered and benefits provided by the employer (in case of any)
Signing instructions for both parties.

The content should be concise, specific, and clear so that both parties know exactly what they are agreeing to before signing it.

Discussing Employee Benefits

Employee benefits are the perks that employees receive in addition to their salary.

They can include things like health insurance, retirement plans, vacation time, and other benefits.

The company has a responsibility to make sure that they are providing adequate employee benefits.

This is because the company needs to maintain a healthy work environment for its employees.

If the company does not provide adequate employee benefits then there will be higher turnover rates and lower productivity levels among the employees.

The company will not be able to retain talent as well and this will hurt the business in the long run.

One way that companies can ensure that they are providing adequate employee benefits is by discussing them before an offer is made.

This way, there should be no surprises once an offer has been made and accepted by both parties involved in this process.

The discussion should include what type of perks are offered as well as how many days off per year an employee gets per year as well as how much vacation time they get.

Joining Letter

A letter of joining is a letter from the new employee to the employer.

It is an important formality for the new employee to make a good impression on their new workplace. Thus, avoid any mistakes that can ruin a joining letter.

The letter of joining should be brief, but it should be written with good intentions and sincerity.

The joining letter format should include some basic information about the new employee such as their name, position, and date of joining.

It is also appropriate for the new employee to introduce themselves briefly in this letter.

When writing this letter, it is better not to make any promises or commitments that they can’t keep. So, it will not make you feel guilty and uncomfortable when they have to break those promises later on.

The last paragraph in this letter should contain a sincere thank you note for receiving them into the company and introducing themselves again one more time before ending it with their signature.