99. Information Technology Act and HR – Authorised Personal Email Addresses and Service of Notices

#HRhelpdesk #IndiaHRGuide #MandeepSingh, In this episode, Mandeep Singh discusses a simple but powerful HR best practice with significant legal implications: collecting and formally recording an employee’s authorised personal email address.He explains why HR teams already maintain personal contact details, including permanent addresses, for situations such as absconding, issuing reminders, serving notices, processing exits, sending full and final settlements, and issuing Form 16. Mandeep highlights the risk of relying on job application email addresses, particularly after employees exit the organisation. The episode introduces the concept of taking a clear declaration from employees specifying the personal email address on which official electronic communication can be sent. Once such an address is declared, any communication sent to it can be treated as duly served, eliminating disputes around notice delivery, acknowledgements, and physical signatures. Mandeep also discusses practical limitations of this approach, explaining why it may not be suitable for certain categories of employees. When implemented correctly, this practice strengthens HR governance, simplifies compliance, and protects organisations during exits, disputes, and disciplinary actions.