Assistant Manager Human Resources
General Manager - Hr
Vaishalee Parkhi
Hr Consultant & Trainer
Shikha Das
I Am Working As A Hr Generalist.
+3 Others

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Please I would like to find out about how to go about the confirmation process. I am the HR Administrator in a small company. I started a few months back and I'm helping to standardise HR processes and procedures. I can do the interview process and I got the form from this site that I can use, but the main problem is before now staff have not been confirmed. I have 2 staff to confirm the 2nd one started in January and should be confirmed in July which I want to do but the first one started in October and should have been confirmed in April. Our probation period is 6months. All the other old staffs have not been confirmed officially but since their probation period has passed it is assumed that there are full staff now.
Do I give all staff confirmation letter or only the last employee whose confirmation is July and what date would the confirmation letter carry since it is over due some like 2yrs now
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Hi, Yes, You have to give Confirmation Letter to all of your employees. Regards, Shikha.
Dear, Shikha is correct.... Issue the conformation letter to all the employees A/c to their date of joiniing to the organisation. Regards
Dear Gazela,
Regarding confirmation of an employee: New employees are hired on probation and its duration differs from employer to employer.
If no communication is made from the employer regarding termination or extension or confirmation it is deem that employee is confirmed. If you donít give confirmation letter also employee aromatically gets confirmed after the probation period.
The reason to hire on probation is to minimize the recruitment error and to review the performance (behavioral, attitude, job knowledge, learning appetite, skills acquired and more) of the employee during the time. This helps us to evaluate the performance and areas of improvement.
You can collect all the records and data and fix a discussion include HR and functional manager.
Dear Gazela,
You are correct that the older staff is confirmed but each one still needs to be given a letter stating that their services have been confirmed.
For the new staff I suggest you introduce a Confirmation Appraisal. If the Appraiser writes "To Be Confirmed", then issue a letter for confirmation of services. Other options could be:
1. Probation to be extended by three/six months (reason to be included - lacks knowledge; performance below par etc.)
2. Not suitable for retention in service (reason to be included - peer relationship; attitude; cultural misfit; poor knowledge; performance below par, etc.)
This will help ensure that the system is transparent and fair.
Warm regards,
Ajay Chaudhari
Dear Gazela,
I agree with Mr. Ajay Chaudhari, you need to give confirmation letter to your old employees also. Since you are giving to new employees, one or the day they are going to demand for it so better you do it now.
A pre-confirmation evaluation will help you standardise the confirmation process. Please make it a practice that an employee receives confirmation on the due date itself. It will re-assure an employee that company is prompt in delivering it's promise and he will work with more zeal and enthusiasm.
Hope it helps and all the best!
With best regards,
Vaishalee Parkhi
you can conform them from back date and here after follow it
Do you mean I can give all other staff the confirmation letter and backdate it. Or should I just say for example.
'your appointment has been confirmed as at 20th November 2011' but the document will be in present date. Thank you.
you can write conformed with effect from — — — — - in each case as per respective due date and can issue it now with issuing date
Hi Gazela :
If your old employees have got confirmed long time again i.e. more than a year back, then I feel there is no need to issue back dated confirmation letters. I am sure they would have got a salary increment (appraisal letter) etc. thereafter which is the clear reflection that they confirmed. Yes you can introduce the confirmation letter with current effect and issue to those who have completed probation based on the confirmation appraisal done by their superior.
Hope the above inputs are useful.
- Gia
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