HR MANUAL

CONTENTS

About the Organization

Vision and Mission Statement

Role of Corporate HR

RECRUITMENT
1. Policy No. R1 Recruitment
2. Policy No. R2 Reference Checks
3. Policy No. R3 Recruitment of Relatives
4. Policy No. R4 Recruitment of Ex-Employees
5. Policy No. R5 Joining Formalities
6. Policy No. R6 Personal File Documentation
7. Policy No. R7 Welcome Note
8. Policy No. R8 Uniform Policy
9. Policy No. R9 Furniture entitlements
10. Policy No. R10 Transfer
11. Policy No. R11 Employment of Contract Labour
12. Policy No. R12 Employment of Temporary Labour

DISCIPLINE
1. Policy No. D1 Attendance and Leave rules
2. Policy No. D2 Leave Calendar

SALARY STRUCTURE
1. Policy No. S1 Salary Structure
2. Policy No. S2 Salary Advance

STAFF WELFARE
1. Policy No. SW1 Birthday Policy
2. Policy No. SW2 Marriage Gift Policy
3. Policy No.SW3 Anniversary Policy

STAFF RECOGNITION POLICY

1. Policy No. SR1 Service Award Policy
2. Policy No.SR2 Full Attendance Policy
3. Policy No.SR3 Long Service Award Policy
4. Policy No.SR4 Toshali Star Employee of the month

TRAVEL POLICY

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1. Policy No. T1 Local travel reimbursement
2. Policy No. T2 Travel entitlements for joining

APPRAISALS
1. Policy No. A1 Confirmations
2. Policy No. A2 Promotion announcements

FULL AND FINAL SETTLEMENT

1. Policy No. F1 Separation
2. Policy No. F2 Exit Interviews

T.K International Ltd pioneered in venturing into the mid-market segment in the Indian
hospitality landscape. The Company over a period of 28 years has successfully churned the
demand in this segment. The properties vary by type, size and the market niche they serve.
The company is affiliated with Resort Condominiums International; Toshali is a global leader
in hospitality services.

The Company firmly believes that mutual respect, long term partnerships and strong ethics
and integrity are essential to achieve ultimate success. It follows the principle – ‘collaboration
is the key word to mutual success and growth.

The Company is managed by competent professionals endowed with a wealth of experience.

It is their keen understanding of the hospitality business and their expertise in technical
knowledge that has propelled the Company to the forefront of the hotel industry.

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 Policy No. V1

Vision

To maintain a position as a leading player in the hospitality landscape of all the countries in
which we operate.

Mission

To provide our guests superior hospitality at excellent value in varied market segments, our
property owners the highest possible returns and our employee’s continual satisfaction and
growth opportunities, all while focusing on our own growth and maintaining consistency in
product, warm personalized service and absolute transparency in all our dealings.

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 Role of Corporate HR

1. To establish a network for sharing the best HR practices between Hotels /Resorts

2. To provide HR / IR solutions to Hotels/ Resorts as and when required

3. To ensure uniformity in HR practices in all Toshali Hotels/Resorts

4. Formulate and implement best HR practices in Toshali Hotels/Resorts

5. To standardize HR forms/formats across Hotels/Resorts to facilitate easy evaluation

6. To have uniform HR policies and procedures in Toshali Hotels/Resorts

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 Policy No. R1

Company Policy Recruitment

Objective

To fill up the vacancies at each unit based on sanctioned strength.

Applicability

For all positions.

Guidelines

Vacancies arising at a location would be circulated internally to enable employees to refer

suitable candidates for the position. These positions would also be advertised on our website
and if necessary, in other media like naukri.com portal. The resumes received would be
forwarded to the respective unit through Unit HR Manager/General Manager for necessary
action.

All vacancies till the position of HOD would be filled up by the respective units. All candidates
would be met by the Unit General Manager before being recruited for the position.

All new positions created will need a justification from the Unit General Manager which has
to be subsequently approved by the MD/ED/DM before the recruitment process can be
initiated.

HOD recruitment would be coordinated from the Corporate Office wherein the incumbent
would be met by the Director Marketing and ED/MD before being finalized.

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 Application for Employment

Space for Photo

Post applied for __________________________________________________

1. Full Name : Mr./Mrs. _______________________________________________
2. Father’s/Husband’s name ___________________________________________
3. Father’s / Husband’s Profession _________________ Tel No. __________
4. Address : ________________________________________________________

Present Permanent

Tel No. Tel No.

E-Mail id

5 Date of Birth : Day __________ Month __________ Year _______ Age _____

6. State/Place of Birth _______________ 7. Nationality _________________________

8. Marital status : Married/ Un married _________________________

9. Details of family members

Name Relationship Date of Birth Occupation

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 10. Are your family members/relatives/acquaintances employed with any of our unit/s. If yes,
give details

Name Relation Occupation Unit & position Tel No.

11. Physical defect or abnormality, if any

_________________________________________

12. Identification mark

_______________________________________________________

13. Academic Qualification

Exam Major Specialization Whether Duration School/College/ Grade/%age Year Degree/

passed Subjects Full of Institution of marks and Diploma/
time/Part course month Certificate
time of
passing

14. Are you computer literate Yes ____________No ________________

If yes give details
_______________________________________________________

15. Are you a member of Professional Institutes or Association if any

___________________

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 16. Particulars of Employment Experience (in chronological order starting from first
employment and ending with present employment)

Name & Position Reporting Period of Employment Gross Reason for

add of the held to Emoluments leaving
Org

17. Have you ever been interviewed by us.

Yes/No , If yes for what position and the outcome

_________________________________

18. If selected, when can you join

___________________________________________________

19. Have you ever been convicted of a criminal offence? If yes, please give details
____________

20. Do you have any physical handicap/Chronic illness/allergies? If yes, please describe
________________________________________________________________________

21. Present Salary

_______________________________________________________________

22. References (other than relatives)

---------------------------------------------------------------------------------------------------------------------

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 Name Occupation Address
---------------------------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------------------------

23. Hobbies and extra curricular activities

---------------------------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------------------------

24. Do you have any contract/bond with your present employer Yes No

25. Have you any objection to our making enquiries from your previous employers

Yes No

I declare that the information given above is true to the best of my knowledge. I am aware
that any false or incorrect information by me may result in termination of my service with the
company. I have no objection to your inquiring from any of my previous employers on any
matters pertaining to me, if I join your organization.

Date

Place Signature of the Applicant

FOR OFFICE USE ONLY

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Preliminary Interview Notes

Final Interview Notes

Appointed as per details given below

Designation:
___________________________________________________________________

Training / Probation Period:

_______________________________________________________

Salary Proposed:
_______________________________________________________________

Other Terms and Conditions:

_____________________________________________________

Joining date:
___________________________________________________________________

________________ ________________ _____________

HR Manager General Manager Director

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 Policy No. R2

Company Policy Reference Checks

Objective

To ensure that reference check is conducted for all employees joining all Toshali Units.

Applicability

All Employees of Toshali and its units.

Guidelines

Reference check is an essential part of the selection process.  References provide valuable
information about a candidate’s performance, helps to rank candidates, and assist in making
the final selection decision.  After completing all interviews, and prior to making a hiring
decision and commitment, check the references of the final candidate(s).  The following
guidelines are offered to assist in this process:

Do not rely solely on letters of reference or personal references provided by the applicant.

A telephone reference check takes less time than a written reference check and usually more
information is gained. 

The hiring supervisor is usually the best one to make the call because he/she is most familiar
with the information obtained from the candidate and the responsibilities of the job. 

A sample list of questions to be asked is given below.

 When calling a candidate’s reference, identify yourself and tell the reference about
the position for which the candidate is being considered.
 To gain as much information as possible let the reference speak without interrupting. 
If the reference pauses in the conversation, it may mean he/she has other information
they are hesitant to share. 

 Get them to talk about everything that would be helpful, but only ask for information
that will be used in the hiring decision

 Ask only job-related questions and document all answers.  Avoid questions that can be
answered by “yes” or “no.”  Ask for specific information such as – “Tell me about this
person’s attendance and punctuality.

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If the reference is reluctant to provide information, ask if he/she will verify the information
read from the candidate’s resume or employment application. One of the most important
questions to get answered is if there is any reason the organization would not rehire the
individual. Check multiple references whenever possible.

Sample Questions

1. What were the beginning and ending employment dates and salary?
2. What were the most recent job duties?
3. Did the individual get along well with management and peers?
4. Was the individual a team player?
5. How would you describe the individual’s leadership, managerial, and/or supervisory
skills?
6. How well did the individual manage crisis, pressure, and/or stress?
7. Why did the individual leave your organization?
8. What were the individual's strong/weak points?
9. Was he a member of any union or was he related with union activities?

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 Policy No. R3

Company Policy Recruitment of

Relatives

Objective

To define the policy regarding appointment of relatives in a unit.

Applicability

All employees.

Guidelines

Relatives and unmarried partners of current employees may be considered for permanent
employment under the conditions and restrictions as specified below :
 The applicant would not be under the direct supervision of the employed relative or
unmarried partner.
 The employed relative or unmarried partner would not be in a position to influence
the applicant’s salary, benefits, working conditions, or personnel activities such as
disciplinary actions.

Husband and wife can also work in the same unit subject to discretion of management
preferably in different departments.

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 Policy No. R4

Company policy Recruitment of ex - Employees

Objective

To define the policy regarding recruitment of ex-employees within unit/s.

Applicability

All ex-employees.

Guidelines

An ex-employee can be considered for re-employment provided he/she performed

satisfactorily during the course of his employment and he/she voluntarily resigned from
his/her position and in the opinion of the management can be re-employed in the same unit
or in a different unit. His handing over should have been complete in all respects when he left
the organization.

Re-employment will only be considered after the management has obtained clearance from
the unit head of the unit where the employee last worked.

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 Policy No. R5

Company Policy Joining Formalities

Objective

To ensure that all documents are received and placed in the personal file at the time of
joining.

Applicability

All Employees of Toshali and units.

Guidelines

On the day of joining an employee is to submit the following documents

1. Two passport size photographs

2. Relieving letter from the previous organization
3. Experience certificate from the previous organization
4. Copy of educational certificates
5. Copy of the last drawn pay slip
6. Fitness certificate from a registered medical practitioner including a copy of the Blood
report, Urine analysis and Chest X-ray P.A. view. The cost is to be borne by the
individual. Chest X-ray done during the last one year will also be acceptable as
exposure to radiation frequently is harmful. (*)

(*) Mandatory for operation staff

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 Policy No. R6

Company Policy Personal File Documentation

Objective
To define the list of documents in the personal file.

Applicability
To all personal files available with the HR Departments.

Guidelines
Once the joining formalities have been completed the following documents are to be checked
for their presence in the personal file. For ease a copy of this may be printed on the left hand
side of the personal file and ticked for each document available.

The format is as below:

Documents to be placed in the personal file Availability (Yes/No)

Application seeking employment
CV /Resume
Interviewers comments for appointment on our rolls
Passport size photograph
Reference letters from two referees – not related to the
individual
Accepted copy of the Offer letter
Accepted copy of the Appointment letter
Copy of PF nomination form
Photocopy of temporary ESI card
Photocopy of Permanent ESI card
Appraisal form
Accepted copy of the Confirmation letter
Annual Appraisals – Forms with rating and comments
for all years commencing from his first annual appraisal
Accepted copy of the Increment letter for all years
commencing from first year of annual appraisal
Appreciation letters
Caution/warning/feedback letters
Medical Fitness report at the time of joining
Relieving letter from the last employer
Gratuity nomination form
Details of dress issued

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 Policy No. R7

Company Policy Welcome

Note

Objective

To define the policy on informing all members of the organization about new employees.

Applicability

To all General Managers and Managers in Toshali Units

Guidelines

MD’s Office would issue the welcome note for GM’s and forward it to all units and Corporate
Office and the Regional Offices. The welcome note would include details about experience,
educational qualifications, and the unit where he is posted, his designation, the organizations
worked and his responsibilities.

For HOD’s joining at the units the welcome note would be released by the concerned GM and
forwarded to all Units, Corporate Office and Regional Offices.

For all other employees, information on new employees must be circulated in the department
heads meetings.

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 Policy No. R8

Company Policy Executive Uniform

Objective

To define the uniform to be worn by Unit staff and Office Staff.

Applicability

For all positions.

Guidelines

All hotels to follow specifications as detailed. In case different specifications are being
followed, hotels must change to these specifications whenever a new set of uniforms is due.

1. Executive – Male
Black Coat, striped black and grey trousers, plain grey tie.
ABOVE PROVIDED BY HOTEL
Plain white shirts, Black socks, black laced shoes (own)

2. Executives – Female
Saris, regulation, approved by Corp. EHK
Or
Same material as for Males, with option of trousers or skirts in striped black and grey
material as for Males.

3. Executives-Resorts
Mountain resorts to follow same specs as for other hotels.
Seaside Resorts/Resort in warmer climates
Uniform to be specifically designed and approved by the Corporate Office.

4. GM’s
Two piece suits, not provided by hotel.
Dark colors only. Plain color shirts
Black shoes and socks. Belts essential
Belt width not more than 3 cms
Suitable ties
Overall impact to be smart but conservative and business like.

5. Security Officer

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 Dark charcoal grey safari suits

6. Back of house Executives/Sales Executives

No hotel uniform
Plain Dark trousers. Plain light color shirts
Black laced shoes. Black socks. Ties to be sober

7. Airport/Rail Executives
a. Managers/Senior Executives
Same as hotel executive

b. Jr. Executives/Rep
Plain Navy 2 piece suit. Plain light blue shirt.
Navy tie. Black laced shoes, black socks, black belt
(Shirts, belts, shoes, socks personal-not from hotel)

Can work without coat in hot weather – above 25 C

SPPH expects all its General Manages to be its brand ambassadors. They must be formally and
appropriately dressed while at work-at all times.

General Managers must wear suits when at work-No Combinations. All suits to be black, Navy
or Dark Grey.

Only white or blue shirts. No other colours.

Ties to be conservative.

While standing or walking, at least one button of the suit jacket must be fastened. General
Managers or any other Executive should not walk around with the jacket open.

In resort locations, the specific uniform designed for the General Manager is to be worn,
complete with all accessories. Individual variations are not to be worn. The uniform at resort
locations may be provided by the units, subject to discretion.

While taking rounds of the property, at any time of day or night, or regular days or on
holidays, the General Manager must be clean shaved, and in smart casuals, if not wearing a
suit. No shorts (Gym wear/Beach wear accepted). No faded jeans, no sloppy attire and always
in shoes.

8. F&B Service and Kitchen Stewards

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Black shoes to be provided by the unit. Shoes to be nicely polished and maintained properly.
The shoes are to be used for at least one year. In case of any change within the stipulated
period the actual amount is to be charged to the concerned person. At the time of leaving the
organization the shoes are to be returned back (if they are less than one year old) for reuse.
The HOD of the department will have the responsibility of assessing the reusability of the
shoes.

New Uniform policy

Objective : To define the policy on uniform for Drivers, Office Boys, Credit Collection team

Applicability : Employees of Sarovar Hotels Pvt Ltd

Guidelines

Drivers

Summers
One pair of uniform (Blue Shirt and Dark Blue trousers). This will be replaced every year.

Winters

One Coat (Navy Blue) for two years.

Only Black Shoes (nicely polished) – self

Office Boys:

They will be issued dress on completion of three months uninterrupted service with us.
One pair of uniform (Blue Shirt and Dark Blue trousers) for Summer wear. This will be
replaced every year.
One sweater (Navy Blue) for two years.
Only Black Shoes - self

Credit Collection Team :

Summers

One pair of uniform (Blue Shirt and Dark Blue trousers). This will be replaced every year.

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Winters
One Coat (Navy Blue) for two years.

Only Black shoes - self

The Credit Collection team to wear ties while visiting clients.

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 Policy No. R9

Company Policy Furniture Entitlement of GM’s

Objective

To define the furniture entitlements for General Manager’s

Applicability

To all General Manager’s at the Units.

Guidelines

General Managers of units will be entitled to Furnished Company accommodation benefits.

The Furniture eligibility is as given:

1. One x double bed

2. Mattresses
3. Curtains
4. One x two seater sofa
5. Two x single seater sofa
6. One x coffee table
7. One x 6 seater dining table
8. Six x dining chairs
9. One x 180 L refrigerator
10. One x 1 ton AC window unit
11. Fans for each bedroom and living room
12. One x Geyser
13. Kitchen Hardware (One two burner stove and one gas cylinder)
14. Cupboards

Accommodation size (one or two bedroom) would depend on the size of the family.

1. All above items are moveable from house to house.

2. Inventory of all items installed is to be accounted and signed for by the user and a
copy maintained in his personal file. Routine maintenance is to the hotel account.
Damage due to negligence or any damage beyond regular wear and tear is chargeable
to the user.
3. Local incumbents may not be eligible for the above.
4. General Manager possessing some of the above items may not be issued the same
again.
5. Repainting of the premises including furniture polishing will be permitted after a
continuous stay of three years in the same premises.

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 6. In case a new incumbent moves into the same accommodation consequent to his
joining us, the premises would be repainted and furniture polished irrespective of the
number of years as stated above and after seeing the condition of the room &
furniture.

A need based approach will be adopted for Departmental heads.

Policy No. R9 –new

Company Policy Permission to stay in the Units – New Joinee HOD

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Objective

To define the Permission to stay in the Units – New Joinee HOD

Applicability

To all HOD’s at the Units other than the local incumbents

Guidelines

Guidelines are as follows:-

1. Outstation HOD’s joining at Units will be entitled to stay in the premises for a week
(07 days)
2. In case the HOD is not able to accommodate himself/herself after a week also, then
the Unit HR has to take the approval from Corporate HR.
3. All meals consumed during the stay will be charged

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 Policy No. R10

Company Policy Transfer

Objective

To define the policy on transfer of employees from one unit to another / one branch office to
another.

Applicability

To all positions

Guidelines

Any employee seeking movement within the units will have to apply to the Corporate Office
of Toshali through his unit head/ branch head. No transfer will be affected without the
approval of the unit head and the Corporate Office of Toshali and there will be a written
communication to this effect.

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 Policy No. R11

Company policy Employment of Contract

Labour

Objective

To define policy on employment of contract labour for performing jobs.

Applicability

This is applicable to contract labour employed by the Units and Corporate Office.

Guidelines

 Identify areas where contract staff can be employed.

 Be in touch with contractors who can provide us such staff. Negotiate with at least
two/three vendors for the same.
 The contractor should have a license and should also be registered with the PF and ESI
authorities. This is necessary because as principal employers we are liable to pay
penalty in case of default on the part of the contractor. Also to ensure that each
contract worker working with us is having a PF and an ESI number.
 As principal employer we are also to ensure that wages are paid as per the statute
and a copy of the wage register is forwarded to us for our records. The wages are to
be paid in cash and signature obtained from each worker that wages have been paid.
 The same contract labour is not to work in the unit beyond three years.
 In the case of fixed term contract (FTC) employees, the contract is not to be renewed
after two successive renewals.

Policy No. R12

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Company policy Employment of Temporary
Labour

Objective

To define the policy on employment of Temporary Labour.

Applicability

To all the Units.

Guidelines

Identify areas where Temporary Labour is to be utilized. The work should be of temporary
nature.

Temporary Labour is to be paid as per the minimum wages prevailing in the state as per The
Shops and Estb. Act.

Their period of continuous employment should be restricted to a maximum of 85 days. Give a

break before reusing his services.

The Temporary labour should not sign any voucher etc.

The monthly wages are to be paid in Cash.

Policy No. D1

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Company Policy Discipline-Attendance &
Leave

Objective

To define the procedure for marking attendance.

Applicability

To all employees of the organization.

Guidelines

Office timings at Corporate Office and Area Offices at Cities

Monday to Friday 9.30 a.m. to 6.00 p.m.

Saturdays 9.30 a.m.to 1.30 p.m.
Weekly Off Sunday

Employees are to mark their attendance in the Attendance Register. In case an employee
comes to office after 9.40 am he will be considered to have come late. Late coming on more
than three occasions in a month will amount to one day’s casual leave being debited to the
employee’s leave account.

Leave

Casual cum Sick Leave

All employees will be entitled to Seven (7) days Casual cum Sick Leave (CL/SL) in a financial
year.
CL will not be allowed for more than 3 days at a time.
CL cannot be combined with any other type of leave.
CL should be applied for, in advance, except for unforeseen circumstances.
If CL exceeds the prescribed limit, it shall be adjusted against EL.
Intervening holidays and Sundays are not considered in the calculation of CL.
Un-availed CL will lapse at the end of the financial year.

Earned Leave

All employees are entitled to 21 days Earned Leave in a financial Year.

EL should be applied for at least 10 days and not more than 45 days, from the proposed first
day of leave.
Normally EL cannot be availed during the first 12 months of service with the organization.
Weekly off and holidays intervening the leave period shall not be counted towards leave.

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Accumulated EL can be en-cashed only on separation and the calculation will be done on the
gross salary drawn at the time of leaving.
EL can be accumulated up to a maximum of 45 days.

Maternity Leave

Applicable to married women employees as per The Maternity benefit Act, 1961 and the ESIC
Act, 1948.

Working on a public holiday/ Sunday

The words Compensatory Off do not feature in the vocabulary at our levels. If work allows a
day off within 10 days of working a Public holiday/Sunday, take time off. If not, forget about
it. The rule applies to all executives.

Policy No. D2

Company Policy Leave Calendar

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Objective

To define the policy of availing Earned Leave for senior team members of the organization.

Applicability

To all Head of Departments, General Managers at Corporate and Units.

Guidelines

All HOD’s are to plan their Earned Leave in advance and forward it to the respective General
Manager’s. The General Manager will schedule a leave calendar for all HODs/Executives.
Leave application must be forwarded at least 10 days and at most 45 days in advance. The
HOD’s can plan their leave during the off season but the General Manager will ensure that no
two HOD’s are on leave at the same time.

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 Policy No. S1

Company Policy Salary Structure

Objective

To define the salary structure for employees of Sarovar Park Plaza.

Applicability

To all the employees of Sarovar Park Plaza only. NOT APPLICABLE TO US BUT FOR REFERENCE
ONLY

Guidelines

The Salary Structure consists of the following components

Basic Salary
HRA
Conveyance Allowance
City Compensatory Allowance
Special Allowance
Medical Reimbursement

Basic salary and HRA would form 50% of the gross salary i.e. 25% each for the two
components.
Conveyance Allowance would be a max of Rs. 1000/- p.m.
CCA would be in the range of Rs.500/- to Rs.2000/- p.m. depending upon the grade category.
Special Allowance would comprise the balance.
Medical Reimbursement would be as per company policy on the same.

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 Policy No. S2

Company Policy Salary Advance

No salary advance is payable to any employees of SPPH or its Units.

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 Policy No. T1

Company Policy Local travel policy

Objective

To define the policy on local official travel for Office Staff.

Applicability

For all positions.

Guidelines

The following will be applicable as per the category of the staff.

General Managers/ Senior Managers at SPPH – On actuals subject to submission of petrol

bills.
General Manager at Unit – Provided with Office Car and petrol. The driver to maintain a log
book of the visits to account for petrol usage.
Managers at units – Auto fare reimbursement for movement outside the hotel premises in
case of exigencies. The official travel should have prior sanction of the General Manager of
the unit.
Sales Managers at SPPH – Authorized fixed limit if they own a car. If they do not own a car,
reimbursement is as per the Auto Fare.
Sales Pax (Assistant Sales Managers, Sales Executives) at SPPH and Units– Actuals as per Auto
Credit Control Executive, EDP executive – In case they have a two wheeler reimbursement is
done at the written down approved rate, otherwise by Auto.
Office boys – By bus/local train

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 Policy No. T2

Company Policy Travel Entitlements for

joining

Objective

To define eligibility limits for new incumbents joining at locations other than their existing
place of posting.

Applicability

To Department heads and above.

Guidelines

For GM’s , II AC train fare by the shortest possible route for self, wife and a maximum of two
children. For HOD’s II AC train fare by the shortest possible route for self only. Prior written
approval of the management is necessary.

In case of transportation of goods, reasonable load for GM’s will be applicable. This is in case
where the furniture and fixtures are not provided by the organization. Prior approval has to
be taken before the actual transportation takes place. The incumbent is to get three
quotations from movers and packers and forward it to the Corporate Office for approval.
Corporate office is to approve a quote and keep the incumbent informed.

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 Policy No. A1

Company Policy Confirmation

Objective

To define the policy on confirmation.

Applicability

To all employees of SPPH and units.

Guidelines

HR/Personnel department to initiate action in this case by raising the confirmation form at
least 15 days in advance. HR/Personnel are to fill up all the details pertaining to the
employee and forward it to the HOD for his assessment. The confirmation form filled in all
respects including the training needs assessed is to be received by HR/Personnel at least a
week in advance from the HOD. The confirmation letter is to be issued the day the employee
is to be confirmed.

In case of extension of probation, the reasons for extension are to be noted. The probation is
to be extended by three months after which a review will be held. No letter is to be given to
the employee in case of extension of probation.

It will be the responsibility of the HR/Personnel department at the unit to forward the
training needs identified to the training department for necessary action.

Unit confirmation (Staff) will only be done by the RD/ED/MD along with the unit GM.
Executive level confirmation at units can be done by the unit GM.

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 CONFIRMATION APPRAISAL FORM

Name : Designation :

Date of Joining: Department :

Period of Probation :

Attendance during the probation period

Month ____ ____ ____ ____ ____ ____

Days in the month ____ ____ ____ ____ ____ ____
No of days present ____ ____ ____ ____ ____ ____

Jobs Assigned

General Assessment Particulars : (Please be descriptive)

1. Progress made during the probation period on jobs assigned _____________________

2. Knowledge of job/products/procedures/customers: ____________________________

3. Ability and willingness to learn entrusted jobs: _______________________________

4. Inter-personal relationship and co-operation to colleagues/service to customers: _____

5. Attitude to work: ________________________________________________________

6. Acceptance of supervision: _______________________________________________

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Recommendation: (Please tick whichever is applicable)

Confirm Probation Extension Termination

If Employee’s probation is to be extended/terminated, specify reasons:

Training Needs Assessed during the probation period:

Appraising Officer (Deptt Head) Reviewing Officer

Name Name
Designation Designation
Signature Signature
Date Date

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 Policy No. A2

Company policy Promotion announcement across and

within units

Objective

To define the policy of informing other units regarding promotion of employees of SPPH &
units.

Applicability

To all employees of Sarovar Park Plaza and units.

Guidelines

On completion of performance assessment HRD would compile a list of team members whose
promotion has been approved by the review committee. These would then be circulated to
all units and to the Corporate Office for their information. This would be applicable from HOD
level upwards.

For promotions within the unit up to the HOD level, the unit GM is to do the same within the
unit.

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 Policy No. F1

Company Policy Separation

Objective

To define the policy on separation

Applicability

To all employees at Sarovar Park Plaza and units

Guidelines

Separation can be on account of

1. Resignation
2. Retirement

3. Termination

4. Accident/Death

Resignation

An employee may voluntarily decide to resign from the services of the organization due to
personal or professional reasons.

The resignation letter is addressed to the departmental head or immediate supervisor. The
departmental head or immediate supervisor is to hold a personal discussion with the
employee to understand the reasons for the resignation. The resignation letter duly accepted
by the departmental head is to be forwarded to HR with his remarks for processing. It is
mandatory to serve out the entire notice period as per the appointment letter. Notice
period will not be adjusted against Earned Leave.

Before the employee physically leaves the organization, an exit interview is to be conducted
to know his views about the organization, the reasons for being attracted towards a change,
his views on the work environment, the organizations policies and procedures.

A handing over note is to be prepared by the existing incumbent and handed over to the HOD
or the GM of the unit to ensure that there is a smooth flow. This handing over note has to be
signed by all concerned.

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A copy of this is to be placed in the personal file of the outgoing employee and another copy
is to be forwarded to Accounts department along with other documents for the full and final
settlement of Accounts.

Retirement

The employment contract stipulates the age of superannuation to be 58 years. There are
certain benefits like Provident Fund Scheme, Pension Scheme, Gratuity (subject to completion
of five years with the organization) which become payable.

In some cases where employees possess rare skills the retirement age could be extended,
based on management discretion.

Termination

An employee may be terminated under the following circumstances

1. Violation of Company Policies & Procedures

2. Dishonesty

3. Indiscipline

4. Unauthorized absenteeism

5. Unethical behaviour

6. Misappropriation of funds

7. Non Performance

On termination the organization will provide notice period as per the terms of employment.
Approval of the management is to be sought before taking recourse to this.

Accident/Death

The purpose of this policy is to lay down the activities that need to be undertaken in the
unfortunate event of the demise of an employee.

All possible help will be rendered to get the statutory benefits like Provident Fund, Pension,
EDLI benefits across to the dependants.

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 Policy No. F2

Company Policy Exit Interview

Objective

To define the policy on exit interview.

Applicability

To all positions

Guidelines

Any employee who resigns from the organization is to go through an exit interview process.
The exit interview has to be conducted by the HR department. The employee on the
penultimate day is to be called into the HR department and is to be met by the Personnel
Manager. In units which do not have any personnel department, he is to be met by the unit
head. Normally during the exit interview it would be better if the employee speaks more and
the person conducting it listens more and speaks less.

Given below are sample exit interview questionnaire

1. What was the primary reason that prompted you to leave the organization?

- higher pay
- better benefits
- better chance for advancement
- my relationship with my supervisor
- the work environment
- the lack of resources to adequately do my job
- other, please elaborate

2. What, if anything could have been done differently to retain you as an employee?

3. Would you recommend our company to others as a good place to work?

4. Do you feel that communication was adequate within the organization?

5. Did you feel that the company had fair and consistent HR Policies?

6. Was your job fully explained to you when you were hired?

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7. Did you receive adequate training so that you were able to perform in a satisfactory
manner?

8. Were you developed/inducted adequately for your role(s?)

9. What improvement could be made to the way that you were inducted/prepared for your
role?

10. How well do you think the appraisal system worked for you?

11. What can the organization do to retain its best people?

12. What could you say about communications and relations between departments and how
these could be improved?

13. Would you consider working again for us if the situation were right?

14. Did you feel your contributions to the company were recognized by management?

15. Were there any problems between yourself and your supervisor/manager?

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