Request letter for deputation should include all the other terms and conditions of the appointment like Designation, Lines of Reporting, Deputation Allowance, Travel Reimbursement etc. A deputation is a form or type of recruitment. Employees and officers of the Central Government, Union Territories, and State Government are appointed or selected for the posts within the Central Government for a particular period, which on the completion of the period the employees have to go back to their earlier positions at the parent company. It must be noted that Deputation doesn’t mean absorption. There is a considerable difference between the two terms.
Deputation letter format should be very clear with the deputed period. It is better to keep the deputation allowance separately without including in CTC. You can pay it separately or you can pay along with salary every month or else on voucher because sometimes you don't know how many days/ months/years he/she will be there on deputation. In deputation letter format it should clearly show that Request letter for deputation cannot take place unless the person who is to be deputed has given approval.
Example of Deputation letter format
Sub: Deputation Letter
Dear Ms. Name,
This is to inform you that you have been deputed to place on or before 06th of January 2018, for a period of 12 months towards training in HR and other various departments. The period of your deputation may extend further if necessary.
The following terms and conditions are applicable to you during your deputation.
Designation-You will be promoted to Team Leader in Human Resources Department.
Lines of Reporting-You will report to Senior Human Resources Manager.
Deputation Allowance-You will be entitled to receive Deputation Allowance as applicable to the respective country (as per policy), which shall be paid along with the monthly salary, subjected to Income Tax as applicable.
Travel Reimbursement-The existing Foreign Travel Policy will be applicable to you.
All the other terms and conditions of your appointment remain unaltered.
We are confident that you will put all efforts in the execution of this work which not only will drive your learning but enhance your skills and knowledge which will pay long in your career.
We take this opportunity to wish you every success in your new assignment.
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