HUMAN RESOURCE POLICY

BUSINESS CARD POLICY

Module no MAT HR/ Total Pages 4

Issue Date – Jan – 2024 Initiated by HR
Revision No. & Date Approved by MAT India Management
Subject Business Card Policy Supersedes All earlier policies

Applicable to All Employees of MAT India Distribution All employees

BUSINESS CARD POLICY

PURPOSE
To facilitate the Employee to avail Business cards for introduction and interactions with business
prospectus and clients of MAT INDIA.

ELIGIBILITY
the employees –
o who have business need of such card and
o who have or have to maintain external official communication/liaison with clients
for business purpose only.
 Managers at the ML-3 level and above who engage in external official communication or
liaison with clients are eligible to receive Business Cards.
 Employees classified as ML-2 and below are entitled to receive business cards that are deemed
important by their respective HOD.

GENERAL GUIDELINES

 An eligible employee may request up to 100 business cards at a time.

Format of card
The following information should be mentioned in the business card as per Annexure 1:
o Name: spelling as per only SSC certificate. No other document even resume will
be accepted to check spelling of name.
o Designation & Department: approved and latest as per company record
o Contact No: maximum two currently being used mobile numbers
o E-mail Address: IT department created e-mail ID should be used. If anyone
doesn’t hold ID, company’s common e-mail ID should be mentione
The following information should be considered for printing of the Employee business card-

 The employee's name is to be spelled correctly and verified through the SSC certificate only.
 No other documents, such as resumes or Aadhar Cards, are to be accepted for name
verification.
 Designation and Department to be considered as per the latest appointment letter.
 Maximum of two contact numbers (one Official and one personal) to be mentioned on the
Business card.

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

 Only an official email ID is to be used in case an employee doesn’t hold an ID.

 The company's name, logo, website, and address are to be taken into account depending on
the employee’s sitting location.
Conditions to reprint
Only with proper justification such as change of designation or contact number or
transfer from one department to another department, the business card may be sent for
reprint. The reprint requisition should be approved by head of department. Finally HR &
Admin will check and order for reprint.All eligible employees to be provided with only standard
business cards (88 mm x 52 mm) (Annexure-A).
 The standard dimensions for business cards to be 88mm x 52mm, as outlined in Annexure-A.
 To request business cards, employees to submit a Requisition Request form (Annexure B) with
approval from their HOD, PD, or Corporate HR to the respective HR department.
 Business cards can be requested at any time post-joining, only for official business purposes.
 The HR Department is required to obtain a sample soft copy of the business card once the
order has been placed.

 Upon receipt of the soft copy, the respective HR personnel need to verify the accuracy of the
name, designation, and other pertinent details.
 The processing time for business cards is 7 working days from the date the requisition is
submitted.
 Business cards to be reprinted under certain conditions, such as a change in job title or contact
information, or a transfer to a different department.
 The reprint requisition is to be approved by the HOD, Plant Director, or Corporate HR.
 Finally, HR to review and verify the requisition before placing the order for the reprint.
 If an employee is found to be misusing business cards for personal reasons unrelated to work,
such as distributing them at social events, they may be subject to losing their business card
privileges.
 It is imperative for the HR department to effectively communicate the Business Card policy to
all employees during the on-boarding process and periodically through reminders or training
sessions.

MANAGEMENT DISCRETION

 The Management reserves the right to alter/amend/discontinue the policy at its sole
discretion.

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

ANNEXURE-A
STANDARD BUSINESS CARD

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

ANNEXURE-B

PURCHASE REQUISITION FOR BUSINESS CARD

VP- HR GMD GM- MINT

For Internal Circulation Only