…………… LTD

……………………………………………………………………………………………………………………

TO:
P.O. BOX
NAIROBI

Date:

Dear

LETTER OF APPOINTMENT

We are pleased to inform you that, following your application and subsequent interview, we hereby offer you
employment with us (the “company”), as a Your employment will be subject to
the following terms and conditions:-

1 APPOINTMENT AND TERMS

You shall serve the company subject to the provisions of this agreement as with
effect from

DUTIES

You shall perform such duties as are assigned to you by the Management of the Company. Such
duties shall include (but are not limited to)

1.1 Your employment shall be based at ………….

2 OFFICE HOURS

Your working hours are as follows.

2.1 Monday to Friday – 7am to 4pm (with one hour off for lunch at a reasonable time prescribed by the
Company) and 7am to 12pm on Saturdays.

2.2 The Company reserves the right to advise you to work overtime from time to time when it deems
such action necessary for the smooth operation of the Company’s business and you shall
accept to do so unless you have a valid reason not to and the Company shall remunerate you
for any overtime worked as set out below.

3 REMUNERATION

3.1 During your 3 months probational period, the company shall pay to you by way of remuneration for
the proper performance of your duties hereunder a basic salary of Kenya
Shillings…………….and house allowance of Kenya Shillings………………../= per month. Upon
successful completion of your probationary period, the Company shall pay to you by way of
remuneration for the proper performance of your duties hereunder a basic salary plus house
allowance of Kenya Shillings…………………./= per month (or at such other rate as may form
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 time to time be agreed) such salary to be deemed to accrue from day-to-day and to be payable
net of tax and other appropriate deductions in arrears.

3.2 Where any losses are sustained in relation to the property or money of the Company, or of any
client, customer, visitor or other office Employee, during course of your employment , caused
through your carelessness, negligence, recklessness or through breach of the Company’s rules
or any dishonest on your part, the Company reserves the right to repay such or any part thereof,
either by deduction from salary or any other emoluments due to you or by any other method
acceptable to the Company.

4 GENERAL TERMS AND CONDITIONS

This Agreement is subject to the Terms and Conditions annexed to this Agreement. For the avoidance
of any doubt the Terms and Conditions are deemed to be incorporated in this Agreement.

5 STAFF REGULATIONS

Your Employment shall at all times be subject to the staff regulations (in the form of a Staff Handbook
or Code of Conduct) which will be handed to you on the date of commencement your employment with
the Company. As such regulations may be reviewed by the Company from time to time and you shall
be informed of any amendments thereof. These staff regulations in force from time to time are deemed
to be incorporated as part of the terms and conditions of your employment.

6 GENERAL

6.1 Notwithstanding that any provision of this Agreement may prove to be illegal or unenforceable
the remaining provisions of this Agreement shall continue in full force and effect.

For and on behalf of:

Personnel Manager

I confirm being bound by, and having read understood, the Terms and Conditions annexed hereto
and the Conditions and the Disciplinary Code and Procedure attached to the Schedule and work
Guidelines:

Name of Employee:…………………………………………..

Place and Date of Birth:…………………………………….

Address:………………………………………………………

Identity Card Number:……………………………………..

THE EMPLOYEE SHOULD READ AND FAMILIARISE HIMSELF/HERSELF WITH THESE CONDITIONS
AND THE SCHEDULES AND ANNEXED GENERAL TERMS AND CONDITIONS OF EMPLYMENT

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GENERAL TERMS AND CONDITIONS OF EMPLOYMENT

1 GENERAL

1.1 These terms and conditions of employment (“these conditions”) are of general application to all
Employees (hereinafter referred to as “the Employee”) of ……………. a limited liability company
incorporated in the Republic of Kenya and of Post Office Box ……… Nairobi Kenya (hereinafter
referred to as “the Employer”). The Employee has taken care to ensure that these Conditions
are in line with The Employment Act, Cap.226 of the laws of Kenya and The Regulation of
Wages and Conditions of Employment Act, Cap. 229 of the Laws of Kenya and other relevant
legislation.

1.2 These Conditions shall be in force and shall be binding on the Employee at all times during
his/her employment. The Employer reserves the right to vary these Conditions or any part of
thereof, subject to any applicable legislation that may be in force from time to time and always
subject to the Employee’s approval after notification of the proposed variation.

1.3 The Employee may be required to undergo a medical examination before commencement of
employment and/or on regular annual intervals.

1.4 The Employee shall be on probation for the first three months after commencing service and
notwithstanding anything to the contrary, either party may, for any reason and without any
compensation and liability whatsoever, terminate employment by giving seven days’ written
notice to the other party during this period of probation.

2 JOB TITLE

2.1 The job title and description of the Employee will be indicated in the individual employment
agreement (“the Agreement”) between the Employer and the Employee The Agreement
applies collaterally with these Conditions.

2.2 In addition to the duties, which the job normally entails, the Employee may from time to time be
required to undertake additional or other duties as necessary to meet the needs of the
Employer.

2.3 During the continuance of this appointment the Employee shall not be engaged, concerned or
interested directly or indirectly in any business trade or occupation which competes or conflicts
with or is likely or intended to compete or conflict with the business of the Employer in any other
business, trade or Employee or any person, firm or any other corporate body.

3 HOURS OF EMPLOYMENT

3.1 The Employee’s normal hours of employment shall be prescribed in the Agreement. The normal
hours of employment per week shall not exceed the statutory limit existing from time to time
(currently 195 hours per calendar month calculated on the basis of 45 hours per week in a 52
week year divided by 12 calendar months) and the Employee shall be entitled to overtime as
per clause 5.2 below in the event that he/she is required to work for more than the prescribed
statutory hours hereinbefore advised.

3.2 In the event that the Employee wishes to take leave of absence from the work place during the
normal hours of employment, he/she should present his request to the immediate supervisor at
least one day in advance and the supervisor has directions to grant leave of absence or not.

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 3.3 Such leave of absence may only be granted either half-day of a full day and will be set off against
the Employee’s annual leave and Employer shall keep a record of all such leave.

4 BENEFITS

The Employee shall be entitled to Housing Benefit of 15% of the basic monthly remuneration.

5 REMUNERATION AND OVERTIME

5.1 The Employer shall pay the Employee a basic monthly salary paid in Kenya Shillings as detailed
in the Agreement and shall be payable in arrears on or before the seventh day of the following
month for the proceeding month. This salary will be subject to statutory such as NSSF, NHIF,
PAYE (if applicable) and such other deductions as nominated from time to time.

5.2 In the event that the Employee is requested by the supervisor to work overtime, he/she will be
entitled at the discretion of the supervisor, either:

13.1.1 to take time off, which time will be calculated at the rate of overtime worked multiplied
by a factor of 1.5 (or a factor of 2 if overtime accumulated on the Employee’s normal
rest day(s) or a public holiday); or

13.1.2 remuneration for overtime worked at the normal hourly rate multiplied by a factor of 1.5
( or a factor of 2 if overtime is accumulated on the weekend or a public holiday). For the
purposes of calculating payments for overtime in accordance with this clause the basic
hourly rate shall be 1/200 of the Employee’s basic monthly wage.

5.3 NSSF contributions under the National Social Security Fund. Cap. 258 of the Laws of Kenya are
set at 10% of the basic salary upto a maximum of KShs. 400 per month per Employee, half of
which is payable by the Employer and half by the Employee.

5.4 NHIF contributions under the National Hospital Insurance Fund Act 1998 are payable by all
Employees earning more than KShs. 1000 perm month upto KShs. 320 per month.

5.5 Employees shall be required to pay income tax known as PAYE (if applicable), which shall be
deducted by the Employer from the Employee’s basic monthly salary under the Income Tax
Act.. Cap 470 of the Laws of Kenya. The Employee shall obtain a personal identification
number (PIN) from the income tax department.

6 ANNUAL LEAVE

6.1 The Employee is entitled to in addition to the normal public holidays to take twenty-four (24)
working days as leave (for every complete year) after twelve (12) consecutive months of service
and the Employee will be paid his/her normal basic remuneration during such leave.

6.2 In the event that the employment is terminated before twelve consecutive months of service, the
Employee shall be entitled to two working days as leave with remuneration, for each completed
month of service.

6.3 Leave must be taken at times convenient to the Employer although any preferences of the
Employee may be considered. Sufficient notice of intention to take leave must be given to the
Employee’s supervisor. The Employer shall keep proper records of days taken as leave.

6.4 The Employee may defer the leave or split it up, subject to the approval of the supervisor.

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7 SICKNESS

7.1 The Employee shall be entitled to sick leave, subject to clause 6.2, of thirty (30) days with basic
remuneration and thereafter to twenty one (21) days with half the basic remuneration in each
completed period of twelve (12) months of service or pro-rate for a period of less than twelve
months of service.

7.2 The Employee shall produce a certificate of incapacity to work signed by a duly qualified medical
practitioner or by a person acting on his behalf in charge of a dispensary or medical-aid centre.

7.3 The Employee shall not be entitled for sick leave in respect of any incapacity due to gross neglect
on his/her part.

7.4 The Employer shall keep proper records of days taken as sick leave.

8 MATERNITY LEAVE (applicable only to female Employees)

8.1 The Employee shall be entitled to twelve weeks unpaid maternity leave without any remuneration,
for every period of twelve consecutive months of service.

8.2 Childbirth shall not be deemed to be a sickness and the Employer shall not be required to meet
medical costs incurred in respect thereof, but the Employee shall not incur any loss of privileges
during her maternity leave.

9 COMPASSIONATE LEAVE

9.1 The Employee, if he/she so desires, can take leave on compassionate grounds with prior
arrangement with the Employer. Such leave may be taken for a period upto his/her earned
annual leave entitlement and will be set-off against his/her annual leave.

9.2 The Employee may, in addition to the leave provided for in clause 8.1, be granted five (5) days as
compassionate leave without pay in any period of twelve consecutive months of service.

9.3 The Employer shall keep proper records of days taken as compassionate leave.

10 DISCIPLINARY CODE AND PROCEDURE

10.1 The Employee shall observe the terms of the Disciplinary code and Procedure as set out in the
Schedule attached hereto.

10.2 The Employee shall observe the terms of any Staff Handbook or Code of Conduct and Work
Guidelines from time to time given to him by the Employer.

10.3 If the Employee does not comply with the Disciplinary Code and Procedure, the Staff Handbook
and/or the Work Guidelines, the Employer may summarily dismiss the Employee.

11 TRAINING

11.1 From time to time, the Company will, at its own cost, and upon your signing any required
agreement with the Company, send you for training either in-house or externally within Kenya.
The Company will pay for all your course fees, travel expenses and reasonable accommodation
and subsistence expenses for the duration of the formal training. Thereafter, you are expected to
return to your employment with the Company for a period of at least two years.

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 11.2 In the event that your employment is terminated by you for any reason whatsoever, you shall be
liable to refund the Company any expenses (including your course fees, travel expenses and
reasonable accommodation and subsistence expenses) incurred by it in training you in the last
two years preceding your terminating your employment and the Company is entitled to deduct
these expenses from any amounts due to you.

12 CONFIDENTIALITY

The Employee agrees that he/she will at all times (both during the period of employment and after its
termination as the case may be) keep confidential land will not disclose to any third party any
information and date whatsoever and howsoever derived or acquired relating to the Employer, all other
confidential or secret information disclosed by or on behalf of the Employer and notes and other
records based on information of a confidential nature concerning the Employer.

13 REDUNDANCY

13.1 In the event that the Employee is declared redundant, his/her employment shall terminate upon
compliance with the following conditions-

13.1.1 if relevant, the union of which the Employee is a member and the Labour Officer in
charge of the area where the Employee is employed shall be notified of the reasons for,
and the extent of, the intended redundancy;

13.1.2 the Employer shall have due regard to seniority in time and to the skill, ability and
reliability of the Employee;

13.1.3 the Employees shall not be placed at a disadvantage for being or not being a member of
a trade union;

13.1.4 the Employee shall be paid off in cash for any leave due to him/her;

13.1.5 the Employee shall be entitled to one month’s notice or one month’s wages in lieu of
notice for employment;

13.1.6 the Employee shall be entitled to severance pay at the rate of Eleven (11) days for each
completed year of service.

14 TERMINATION OF EMPLOYMENT

14.1 The employment of the Employee may be terminated by one month’s notice to be given by either
party in writing, or otherwise by the payment, by either partying lieu of notice, of one month’s
wages. Notwithstanding anything to the contrary, either party can terminate the employment
summarily and without notice for lawful cause.

14.2 The Employee shall be given a certificate of service by the Employer upon the termination of
Employment provided that the Employee has provided services for at least four (4) consecutive
weeks. Such certificate of service shall contain the name of the Employer and its postal address,
the name of the Employee, the date of commencement of employment, the nature and usual
place of employment, the date when the employment ceased and such other particulars as may
be prescribed.

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 14.3 Upon termination of employment for any reason whatsoever, the Employee shall if required by
the Employer, return or cause to return to the Employer anything in the possession of the
Employee belonging to the Employer

15 GENERAL DUTIES

The Employee shall perform all the duties prescribed by the Employer, including, without limitation, all
the duties set out in the Staff Handbook and Work Guidelines in force from time to time.

16 SEVERABILITY

If any part of these Conditions becomes invalid, illegal or unenforceable the offending provision shall be
substituted with a satisfactory provision which nearly gives effect to the intention of the Employer.

DISCIPLINARY CODE AND PROCEDURE

1. GENERAL OUTLINE

1.1 The purpose of this disciplinary code and procedure (hereinafter referred to as the “Code”) is to
outline the disciplinary rules and practice of the Employer as regards promoting fairness, order,
equal and consistent treatment of all Employees and to take corrective action and ensure that the
conduct, behaviour and performance of the Employees meets the expected requirements of the
Employer while ensuring that the rules of natural justice are applied.

2. POLICY STATEMENT

2.1 The Code is necessary to ensure an efficient working environment safeguarding the interests of
all Employees and facilitating negotiations and involvement of Employees with all levels of
management.

2.2 The Code shall apply to all Employees in the employment of the Employer and the Employees
are bound to familiarise themselves with and observe the terms and procedure contained in the
Code.

2.3 Disciplinary action is any action taken by management in response to unsatisfactory performance
or prohibitory behaviour by an Employee. The objective of the Code is to deal with such an
Employee through a system of graduated disciplinary measures.

2.4 The Employer acting through management shall strive where the situation so allows, to conduct
informal negotiations with and counseling of an Employee by his/her supervisor.

2.5 In the event that such informal methods as in clause 2.4 above are unsuccessful, the
management shall after careful consideration, apply formal disciplinary procedures. The
Employee, where the situation so allows, shall be given a fair hearing and opportunity to argue
his/her case.

2.6 The Employer has an overriding discretion having regard to the circumstances of each particular
case, as to what procedure to follow in the event that the Employee does not observe the Code.

2.7 The Employer shall discipline or dismiss any employee (irrespective of seniority) for engaging in
any form of racism or sexual harassment or discrimination.

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 2.8 The Employer shall strive to be consistent in following disciplinary procedures.

2.9 Any formal proceedings against the Employee shall be in writing and explained verbally to
him/her. The Employee shall acknowledge receipt of such written warnings by signing a copy
there of and the Employee may not regard such acknowledgement or receipt as an admission of
guilt. Unsigned warnings shall not be rendered invalid in the event that the Employee refuses to
acknowledge receipt and the warning m may be handed over to an Employee in the presence of
an attesting witness.

3. MAJOR OFFENCES

3.1 The following matters as set out in The Employment Act, Cap. 226 of the Laws of Kenya may
amount to gross misconduct so as to justify the summary dismissal of an Employee for lawful
cause:

3.1.1 the absence of an Employee, without leave or other lawful cause, from the appointed
and proper place of performance of work;

3.1.2 an Employee rendering himself/herself unwilling or incapable properly of performing

3.1.3 an Employee, wilfully neglecting to perform any work which it was his/her duty to have
performed, or carelessly and improperly performing any work which from its nature was
his/her duty to perform properly or carefully including, without limitation, failure to
achieve production targets as prescribed by the employer from time to time.

3.1.4 an Employee using abusive or insulting language, or behaving in a manner insulting to

3.1.5 an Employee is racist towards another employee or engages in any form of sexual
harassment or discrimination.

3.1.6 an Employee participates in an illegal strike or go-slow.

3.1.7 an Employee knowingly failing or refusing to obey a lawful or proper command which it
was within the scope of his duty to obey, issued by the Employer or the management or
the supervisor.

3.1.8 If in the lawful exercise of any power of arrest given by or under any written law, an
Employee is arrested for a cognisable offence punishable by imprisonment and is not
within 10 days either released on bail or otherwise lawfully set at liberty.

3.1.9 If an Employee commits, or on reasonable and sufficient grounds is suspected of having

3.1.10 In addition to the above statutory matters regarded as gross misconduct, the Employer
also considers matters such as disclosure of confidential information, making false
statements to gain employment including lying at a medical examination or assaulting
and sexually assaulting any person, being in the unlawful possession of firearms and
other dangerous weapons on the work premises, intimidating, bullying, threatening and
inciting fellow Employees, participating in unlawful strikes and inciting fellow Employees
to participate in the same, being in possession of illegal narcotics, to be matters of gross
misconduct to which the Employee may be liable for summary dismissal.
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 3.2 An Employee suspected to have engaged in any of the matters set out in clauses 3.1.1 to 3.1.9
above shall at the discretion of the Employer, be given the opportunity of being heard in a
disciplinary hearing, pending his/her dismissal on the expiry of one (1) month’s notice of
termination of employment, or pending his/her summary dismissal.

3.3 An Employee dismissed summarily for lawful cause shall be paid on dismissal, all moneys,
allowances and benefits due to him/her up to the date of dismissal.

3.4 Upon such dismissal the Employer shall, within seven days, deliver to the nearest labour officer a
written report specifying the circumstances leading to and the reasons for the dismissal and
stating the period of notice and the amount of wages in lieu thereof to which the Employee would
have been entitled to had he/she not been dismissed and the report shall specify the amount of
any wages and other allowance earned by him since the date of dismissal.

3.5 No wages shall be payable to an Employee in respect of a period during which he is detained in
custody or serving a sentence of imprisonment imposed under any law.

4. OTHER OFFENCES

4.1 Other offences are committed when an Employee is suspected of committing or has committed
the following matters, namely, misuse, neglect of or causing willful damage to any property
belonging to the Employer or other Employees, flagrant disregard of safety and security
standards, guidelines and procedures, sleeping in the course of employment, driving without due
authority or negligently using any vehicle or any mobile equipment belonging to the Employer,
attempting to bring or bringing the Employer into disrepute, losing or mishandling the property of
the Employer engaging in corrupt practices and failure to adhere to working standards and
regulations, not acting in a reasonable manner expected of a reasonable person, engaging in the
performance of poor work and failing to maintain output levels, not adhering to the normal hours
of employment, smoking in prohibited areas, acting in a rude and impolite manner and makes
improper and indecent gestures to a fellow Employee or supervisor or to any person, distributes,
displays and puts up pamphlets, posters, notices, badges, stickers and other material on the
premises, property including clothes or safety equipment belonging to the Employer without due
authorization form the Employer, repeated late coming and leaving early and not observing
normal hours of employment, failure or forgetfulness in carrying out routine instructions and
general carelessness.

5. WARNING SYSTEM

5.1 Verbal warnings shall be issued to an Employee where the Employer is of the opinion that his/her
behaviour is unsatisfactory but at the same time does not warrant a written warning or summary
dismissal. The Employer shall also make recommendations to the Employee where so
appropriate, on the expected conduct or performance and any steps needed to rectify the
Employee’s conduct.

5.2 The Employer shall keep record of any verbal warning and shall have die regard to the same if
the Employee to whom it was issued commits a second offence within the next three (3) months.

5.3 Where the Employee disregards any verbal warnings issued to him/her, or where the Employee’s
conduct or performance is grossly unsatisfactory, that Employee shall be warned in writing that
the Employee is required to rectify the situation. The Employee’s attention is drawn to clause 2.6
hereinbefore set out. This first written warning shall be entered in the employment record of the
Employee and where applicable, the shop steward of his/her union shall be informed according.

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 5.4 A second written warning shall be issued where the Employer is still not satisfied with the
Employee’s behaviour or performance or where the Employee has failed to rectify the situation
as required. This second written warning shall be entered in the employment record of the
Employee and where applicable, the shop steward of his/her union shall be informed accordingly.

5.5 If the Employee has received two written warnings prior to the committing a third misconduct that
Employee shall be liable to summary dismissal, notwithstanding anything to the contrary it he
Code. However, the supervisor (if he deems fit and at the discretion) may conduct a full-scale
disciplinary inquiry and the Employee shall be given adequate written notice of the time, date and
venue of the inquiry and the Employee shall be liable to summary dismissal, notwithstanding
anything to the contrary in the Code. However, the supervisor (if he deems fit and at his
discretion) may conduct a full-scale disciplinary inquiry and the Employee shall be given
adequate written notice of the time, date and venue of the inquiry and the notice shall also set
forth the essential elements of the misconduct and the Employee shall be informed of his/her
right to be represented by any person, the details of such representative must be notified to the
supervisor so as to arrange for appearance. The inquiry shall proceed nevertheless in the event
that the Employee fails to elect a representative.

5.6 If the Employee completes two hundred and ninety two (191) working days from the date of the
second warning without further misconduct, any warning entered in his employment record shall
be cancelled and clause 5.5 above shall not apply.

6. PROCEDURE AND CONDITIONS OF INQUIRY MENTIONED IN CLAUSE 5.5 ABOVE

6.1 The inquiry shall be held in a separate room without interference or distraction. Witnesses shall
be heard once at a time and shall be situated outside the room unless giving evidence.

6.2 The Employee, his/her supervisor and/or any complainant, the Employee’s representative,
Human Resources Officer (for recording proceedings), witnesses, interpreter (if applicable) and
the chairperson representing the Employer shall be present at the inquiry.

6.3 The chairperson shall brief all relevant persons on the history of the case and shall decide on the
appropriate action to be taken after hearing all sides. The onus may be placed on the
management to prove that the Employee was guilty of misconduct. The Employee is entitled to
know the reasons for any disciplinary action taken against him/her and is entitled to be assisted
by a fellow Employee to present his/her case. Te chairperson’s decision must be in line with the
Employer’s policy, relevant terms and conditions governing the Employee’s relationship with the
Employer and should be in line with previous decisions in similar circumstances to ensure
consistency. The decisions shall be recorded in the Employee’s file. The chairperson’s decision
shall be final and conclusive.

6.4 The Employer has the right to suspend the Employee without pay pending the outcome of the
chairperson’s decision and the Employee shall not enter the premises of the Employer without
due authorisation.

6.5 Minutes of the proceedings of the inquiry shall be kept at the instance of the Employer.

6.6 The chairperson shall make a decision notwithstanding the absence of the Employee. The
Employee’s service record and all relevant facts and circumstances shall be taken into account.

6.7 The Employer reserves the right to dismiss the Employee for lawful cause notwithstanding
anything to the contrary.

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 6.8 Nothing in this Code affects the right of a dismissed Employee to dispute the lawfulness or
fairness of his/her dismissal.

7. FREEDOM OF ASSOCIATION

The Employee is expressly allowed to join any legal and registered trade union movement of his choice
and/or or to authorise any other Employee to represent him in any negotiations or discussions with the
Employer.

8. AMENDMENT OR VARIATION OF THIS CODE

The Employer may amend or vary any part of this code PROVIDED that any such amendment or
variation is notified to the Employee by posting the notice on an accessible Notice Board within the
Employee’s place of work.

WORK GUIDELINE FOR EMPLOYEES

1. General Guidelines For All Employees

1.1. Work Timing shall (unless otherwise set by the Employer) be:-

6.50 to 5.57 am The Employee must report to work station and clean their machines and or
workstations.
7.00 am Work commences
12.00 noon Lunch break start
1.00 pm Lunch break finished
4.00 pm Closing time

1.2. The Employee must wear his/her ……… Identity card before entering factory premises and
whilst on the premises and show his job card to the supervisor

1.3. The Employee cannot bring any eatables, water bottles, jacket, sweater, mobile phone,
toothpicks, caps into the factory. Such belongings must be stored in the Employee’s locker
provided by the Employer.

1.4. The Employee shall use the washroom facilities in an orderly manner.

1.5. The Employee shall not loiter in the factory premises and shall not gossip with or disturb other
Employees at all time.

1.6. The Employee must be at his workstation before final bell ring in the morning work hours

1.7. The Employee shall maintain a high standard of personal hygiene.

1.8. The Employee will comply with any time clocking and security system operated by the
Employer.

1.9. The Employer will provide the Employee with a safety locker in which to store the Employee’s
personal belongings. The Employer will keep one key of your locker and reserve the right to
open and seal your locker at anytime. The Employee will not use the locker for any immoral or
illegal purpose or to store any prohibited item.

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 1.10. If the Employee is injured he/she should contact the supervisor and report to the nearest first aid
box for immediate assistance.

1.11. In case of fire, the Employee should follow the red arrows indicating way out as well as other
evacuation procedures set out by the company. It is the responsibility of the employee to
familiarize himself/herself with these procedures.

1.12. In case of any doubt they must request such information from their immediate supervisor or
higher authority.

1.13. Stealing or damaging of any company property will result in summary dismissal.

1.14. Even if an Employee has no work to do, he cannot leave his workplace and disturb other
Employees.

1.15. The Employee is not allowed to go to any other department unless otherwise instructed by his
supervisor.

1.16. The Employer may transfer the Employee to any department within the company or any sub
contract the company might use for out sourcing production needs from time to time.

1.17. The Employer will ring a warning bell 5 minutes before close of the factory. During these 5
minutes the Employee shall handover to the Supervisor, bobbins, scissors etc., collect his job
card and cover his machine.

2. Guidelines for Production Floor Employees

The Employee working on the production floor shall:-

2.1. Keep all the bins inside the yellow line.

2.2. ensure that the Machine, chair and bin do not cross yellow line;

2.3. not allow use of seats for helpers and inspectors without the permission of supervisor or floor in-
charge.

2.4. not sit on the tables, machine and bins.

2.5. ensure that he achieves the performance targets set by the time study department and such
performance targets shall not be negotiable.

2.6. keep all the garments in the bins provided and not on the floor.

2.7. not clean shoes nor attend to personal grooming (combing, make-up etc) on the floor at any
time.

2.8. not leave the workstation before the closing bell rings.

2.9. not stitch any personal or non company garments inside the factory.

2.10. not allow helpers and checkers to operate machine.

2.11. strictly follow any work related instruction given by any supervisor; and

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 2.12. place unfinished garments in bins while proceeding for lunch and upon completion of the
working day.

3. Guidelines for Supervisors

The Supervisor:-

3.1. is fully responsible for his line/ department.

3.2. is responsible for both quality and productivity the supervisor will be held accountable for these.

3.3. shall check daily presence of all the Employees like machine operators, helpers, press men,
writers and feeders and if absent inform to floor in-charge immediately to make alternative
arrangements.

3.4. shall check the physical attendance of all subordinate Employees and report the same to
personnel officer with the signature of floor in-charge.

3.5. inform the person in charge of any quality related problem or production related problem as
soon as possible for remedial steps to be taken.

3.6. Check input, output and complete t he record book before leaving work each day.

3.7. must report to your in-charge before leaving work each day;

3.8. any leave of any Employee must be signed by supervisor and be approved by floor in-charge
and authorized by production manager; and

3.9. must maintain the discipline in your line and report any Employee in case of insubordination.

4. Guidelines for Employees of Quality Control Department

4.1. All the line quality controllers (known as “qcs”) should be in the line by 7:10 a.m. and should
collect all their files and reports from the quality control room before proceeding to the
production floor.

4.2. All the inspection reports should be signed by the supervisors and qcs at the end of the day.
Quality Checkers should write their reports hourly.

4.3. No checkers or line qcs should sit on the machines and bins and they should not operate
machines.

4.4. Quality checkers should not gossip during working hours. Also they should be at their work
stations during working hours and should not loiter in the factory premises.

4.5. All quality department personnel should ensure that garments should not be on the floor at their
respective areas.

4.6. Quality checkers should not pass any defective garments.

4.7. All checkers and line qcs should ask their respective senior qcs or manager regarding quality
problems instead of asking line supervisors or production related Employee.

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 4.8. All the checkers should make sure that repairs sent back by them should be repaired at the
same time or same day.

4.9. Qcs should ensure that double counting of pieces should not take place.

5. Guidelines for Employee of Mechanical Department

The Employees of the Mechanical Department: -

5.1. must give daily progress reports, keys, tools, machinery manuals, logbooks to the Head of
Department or anyone authorized by him before they leave the factory premises after their
normal working hours;

5.2. must agree to attend to emergency work on priority after regular duty hours as per their Head of
Department’s instructions.

5.3. must clean and arrange the workshop before leaving for the day; and

5.4. ensure that all machines on the production floor are switched off at the end of the day before
leaving.

6. Guidelines for Employee of Bar Tacking, Button Holing and Trimming Section

The Employees of the Bar Tacking, Button Holing and Trimming Section: -

6.1. must ensure that all the garments are kept inside the bins;

6.2. must handover all items like trimmers, bobbins, scissors etc. before leaving the workstation;

6.3. must fulfill the performance targets everyday as prescribed by the Head of Department;

6.4. must report the work achieved during the working day to your supervisor at the end of the day;

6.5. must report to the workstation on time in an orderly fashion.

7. Guidelines for Employees of Cutting Department

The Employees of the Cutting Department: -

7.1. must ensure that fabric is always kept on pellets and not on the floor;

7.2. must ensure that end cut pieces be kept folded and in an orderly fashion in the racks provided;

7.3. keep waste cutting inside specified bins only;

7.4. must maintain a high standard of department hygiene;

7.5. must keep the cutting machine and blades at the specified place to avoid any injury to fellow
Employees;

7.6. must ensure that they oil and then clean the cutting machines before they leave for the day;

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 7.7. must check with the immediate in-charge for any specific instructions regarding any special
instructions on laying of bulk fabric;

7.8. use only specified chalk for numbering the cut panels and confirm any doubt in this regard with
the head of department;

7.9. must do numbering on specified face side of fabric;

7.10. must number bundles in complete and no incomplete bundles are to be left undone at the end of
the work day; and

7.11. wear any given protective equipment like face masks, cutting gloves etc at all times whilst in the
factory.

8. Guidelines for Employees of Finishing Department

The Employees of the Finishing Department: -

8.1. must ensure that the checking tables are kept clean and free from any adhesive tape, adhesive
stickers etc, unless with the express permission of the head of department;

8.2. must ensure that all the garments are kept inside the bins;

8.3. must handover all items like trimmers, bobbins, scissors etc. before leaving the workstation;

8.4. must fulfil your targets everyday as prescribed by the Head of Department; and

8.5. must report work achieved during the working day to the supervisor at the end of the day.

9. Guidelines for Employees of the Washing Department

The Employees of the washing department: -

9.1. must clean the machine after individual wash process;

9.2. shall not use the same measuring jar on while measuring different chemicals;

9.3. wear the specified protective equipments like mask, hand gloves, shoes and overalls at all times
while at their work stations;

9.4. measure all chemicals on the weighing scale only and not by approximation;

9.5. shall inform another operator to monitor the progress of their machines operators are leaving for
lunch break or for the day;

9.6. upon shift change the machine operator must hand over the complete production records duly
filled to the machine operator of the next shift;

9.7. must use their best endeavours to familiarize themselves with the basic nature of the chemicals
that are in daily use;

9.8. must strictly follow the correct recipes and wash formulas specified by their Head of Department
and must not change or alter the same without his/her permission;

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9.9. clean the machines and dryers everyday;

9.10. shall not leave garments on the floor anytime; and

9.11. must keep floor clean and dry at all times.

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