Most HR problems in a small or growing team are administrative: a missing appointment letter, a record that does not match payroll, an exit settled late. The labour codes have made several of these legal requirements rather than good practice.
We run HR administration as part of the same calendar as payroll, so a joiner, a change or an exit flows through records, letters, payroll and compliance in one pass.
Scope: preview, to be confirmed
At a glance
For
Growing teams and overseas companies with Indian staff
Rhythm
Event-driven, with a monthly records check
Systems
Your HR system, or a structured records set
You keep
Hiring decisions, policy decisions and people management
What's included
Six parts, one accountable desk.
01
Onboarding
Offer and appointment letters, joining documents, background-check coordination and statutory registrations for each joiner.
02
Employee records
A complete, current record for every employee, matched to payroll every month.
03
Letters and documents
Confirmation, revision, transfer, experience and relieving letters from approved templates.
04
Exits
Exit checklists, handover tracking, and the full-and-final settlement within the two-working-day limit.
05
Recruitment support
Job descriptions, candidate scheduling and offer administration; the hiring decision stays with you.
06
Policy administration
Keeping leave, attendance and HR policies current with the labour codes and applying them consistently.
How it runs month to month
How a joiner and an exit move through the month.
YouOur calendarStatutory date
Offer acceptedJoiner file openedDocuments requested; appointment letter preparedOur calendar
Day oneJoinedRecords, PF and ESI registration, payroll set-upOur calendar
MonthlyRecords checkHR records matched to payroll; gaps closedOur calendar
ResignationExit openedNotice period, handover and clearance trackedYou
Last dayExit processedRelieving documents and settlement working preparedOur calendar
Within 2 working daysFull and final paidCode on Wages, s.17: dues paid within two working days of exitStatutory
How a joiner and an exit move through the month. Our turnaround times are set in the written scope; statutory limits are as of September 2026. Working calendar: to be confirmed per client
What we need from you
Six things that keep the calendar moving.
Most delays in outsourced work start with an unclear hand-off. These are agreed in writing before the first month.
Approved templates
Your letter templates, or ours adapted and approved by you.
Hiring decisions
Who is hired, on what terms, approved by the right person.
Policies
Your HR policies, or a decision to adopt a standard set we help you review.
HR system access
Access to your HR system or a shared records space.
Manager inputs
Joiner dates, exits and changes as soon as they are agreed.
A named HR contact
One person who approves letters and routes decisions.
Deliverables
What lands on your desk.
Deliverable
When
Format
Appointment and offer letters
Per joiner
PDF for signature
Joiner and exit checklists
Per event
Shared tracker
Employee master file
Kept live
HR system or sheet
Monthly records-to-payroll reconciliation
Monthly
Excel
Letters on request
As needed
PDF
Full-and-final working
Per exit
PDF
Controls and data security
Checked twice. Owned by you.
The same principles run through every desk. How they apply to your systems is written into the scope. How we handle data
Control statements: to be confirmed
01
Templates approved once
Letters are issued only from templates you have approved.
02
Records match payroll
A monthly reconciliation catches any difference between HR records and payroll.
03
You decide on people
Hiring, discipline and termination decisions stay with you.
04
Personal data kept narrow
Employee data is collected for a stated purpose and kept only as long as needed.
05
Maker and checker
Every letter and settlement is reviewed before it goes out.
The four codes have been in force since 21 November 2025 and the Central Rules since May 2026. What to check in your wage structure, pay dates, registers and exits.
Why trust accounts, investments and member records need the same discipline as the company's own books, and what the move to the Social Security Code means for trustees.
Questions
Asked before we start.
Anything else? The assistant answers from this website, or send the question with the form below.
Do you recruit for us?
We support recruitment administratively: job descriptions, scheduling and offer paperwork. The decision to hire stays with you.
Is an appointment letter now mandatory?
Yes. Under the labour codes every employee must be given an appointment letter. We prepare them from your approved template.
How fast must a full-and-final settlement be paid?
Within two working days of the employee's exit, under section 17 of the Code on Wages, 2019.
Can you work with our HR software?
Yes. We work in your system, or keep a structured records set if you do not have one yet.
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Hello. I can answer questions about GKC Management Services: services, onboarding, the GMN network, and how to reach the team. I don't give advice on your specific case, and please don't share personal details here.
