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Onboarding Documentation Process

Refer to the below article to know about the format of documentations and Email used during onboarding

  1. There are three stages in the documentation process:
    1. Identity Verification; where in the candidate is requested to share their Identity proofs, educational certificates and past experience certificates. These are then sent for a background verification to their last company.
    2. Stamp Paper and Security Cheque : Once we have received all the documents. an email is sent to the candidate explaining the submission of the second phase of documents.In the EA mail, a sample employment agreement is attached with only the remuneration not updated (Everything else has to be updated including, address, date and designation). Candidates are required to print the first page of the EA on a INR 50/- stamp paper and share a signed soft copy of this Front page to jobs@webdew.com and a hard copy of the same to the office address. (Along with the security cheque)
    3. Leegality :Once, we have received the attested scanned copies of the first page of EA (On stamp Paper) and the security cheque, a meeting is scheduled through Zoom (Premium Account as this need to be recorded). Right before the meeting EA is shared through leegality and signed virtually during the meet.
    4. After the completion of the leegality Meet, ID setup is scheduled and we move forward with the induction process
  2. Format of security cheque:
    1. Cheque shared by candidate should be from the banks which are mentioned in this list https://www.webdew.com/kb/list-of-banks
    2. Cheque should be in the name of Webdew Private Limited, amount should be mentioned in words and in numbers, should be signed by candidate and Date should not be mentioned in the cheque.
    3. Candidates are required to share a soft copy of this cheque on mail and a hard copy of the same to the given address.
  3. Employment Agreement Creation:
    1. The address and all intrinsic employee details can be procurred from the adhaar card 
    2. Sample EA Document (Editable Version) ; HR Drive 
    3. Updated EA in use : Internal KB Link
  4. Leegality 
    1. How to create and share leegality with the employees : Link
    2. How to sign a document received by leegality (During the meeting that is to be recorded) : Link

  5. Onboarding Emails :
    Once the negotiation has been completed and the offer accepted, the following email are sent to candidates as per their onboarding stages:

    1. IDENTITY VERIFICATION : 

      1. Dear NAME,
        Congratulations!
        At the outset, we do like to thank you for your interest in webdew, and for the interactive sessions. And after due deliberations, we are pleased to inform you that, you have successfully passed all the interview rounds with webdew.
        We take great pleasure in inviting you to be an integral part of Webdew.Your Date of joining will be XXth Month, Year.
        Moving towards the first phase of the documentation process, you are requested to share all the scanned copies of your original documents mentioned below latest by  10 AM on XXth Month, Year.
        (You can use Clear Scanner to scan all the documents and this application is available on the play store or app store)

        1. Your Full name, Father's name, Permanent postal address with a pin code, and Temporary postal address with a pin code.
        2. ID Proofs- Adhaar Card (Front and back both) and Pan Card
        3. Professional Photograph
        4. Marksheet of class 10th, class 12th, Graduation and Post Graduation
        5. Offer Letter and Resignation or Experience letter from the previous organizations(for experienced candidates only)
        6. Last three months salary slips(for experienced candidates only)
        7. Past employment References (  Email ID and Contact Number of your Last HR Department or Reporting Manager)

        Kindly acknowledge by replying to this email to confirm your acceptance. Should you have any queries or/and require assistance, please feel free to contact us.

        Note: The validity of the offer is subject to sharing of these documents by the given deadline of 10 AM on XXth Month, Year
        {Please note: The required documents will be re-verified anytime.}

        Warm Regards,
        Name 
        Designation
    2. BACKGROUND VERIFICATION (To Previous company)

      1. Hello Team,

        I am writing to request your assistance with the background verification process of a former colleague, Mr. Anhar K P. Your prompt confirmation of the following details would greatly aid our ongoing evaluation of his candidacy:

        • Date of Joining:

        • Date of Relieving:

        • Designation:

        • Reason for Relieving:

        • Your Designation :

        Your response to this matter is of utmost importance to us, and we would be grateful for your timely and efficient resolution of our request.

        Thank you for your attention and support.


        Warm Regards
        Name 
        Designation

    3. EMPLOYMENT AGREEMENT AND SECURITY CHEQUE
      1. Dear NAME,
        We hope you are doing great!
        Please kindly note that there are pending documents that require your attention. We kindly request you to share those documents with us, including the necessary stamp paper and professional references. Your cooperation in this matter is greatly appreciated.
        Moving toward the second phase of the documentation process, please find below the updated Contract. You are requested to go through the document, and if you feel any queries, please feel free to contact us.

        To show acceptance of the documents, please follow the below-mentioned steps.

        1. Take a printout of the document's first page, i.e., Sample Contract. And the first page of the contract should be printed on  stamp paper (Rs. 50/-). You can use  e-stamp papers as well.

        2. Sign the first page of the document which will be on stamp paper and email us a scanned copy of the same. Please note that the current EA does not have your remuneration details which will be updated in the next step as the document needs to be signed over Leegality.

        3. The signed scanned image along with the security cheque of  Rs. XX/- (Rupees XX Only), should be emailed to jobs@webdew.com by Xth Month, 2023 at the latest by  05:00  PM. Please note that the cheque will be made in the name of Webdew Private Limited, and the amount will be Rs. XX/- (Rupees XX Only) and will be signed by you.  The date will not be mentioned on the cheque.

        4. You are requested to courier the signed first attested page of the document and the security cheque to the address below after sharing a scanned image of the same through email. {Kindly note that the courier must be received by the company the before first salary cycle of your joining.}

        Address: Webdew, next57, Ground Floor, cabin no. 2, C-205, Phase 8b, Sector 74, Industrial Area, Sahibzada Ajit singh Nagar, Punjab, 140308..
        Phone:  +91 9915622121

        5. Kindly email the courier receipt at  jobs@webdew.com

        For any queries or assistance, please feel free to contact us.

        Warm Regards,
        Name 
        Designation 
    4. LEEGALITY (After it is completed)
      1. Dear Name,

        Having successfully concluded the leegality process, we have now successfully wrapped up the documentation process. Kindly ensure your availability at 4:00 PM/10:00 PM tomorrow for the crucial ID setup. Additionally, please prepare by downloading the latest iteration of the Google Chrome browser and installing the AnyDesk application for seamless proceedings.

        We look forward to working with you.

        Warm Regards
        Name
        Designation


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Updated by Saumya Singh on August 22nd, 2023