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Dear Members,
I, urgently, require a confirmation mail format.
To elaborate, We are a startup company and are doing the probation evaluation for confirming an employee for the first time.
The procedure starts by Sending the Probation Evaluation Form to the respective seniors thru mail.
and so i want to prepare a standard format for the same.
I have format in mind (mentioned below)
Dear _______,
Please find attached the Probation Evaluation Form for the Confirmation of employee.
Kindly fill it up after having a discussion with the respective employee.
The details mentioned are mentioned below;
Employee Code Name Date of Joining Date of Confirmation
________ _________ _________ __________
HR Department.
Please suggest!!!

From India, Pune

Hi This is Tejesh, HR of a Pharmaceutical Org. I am attaching the Conformation Letter Format Check it out.
From India, Mumbai
Attached Files (Download Requires Membership)
File Type: doc Confirmation Letter.doc (20.0 KB, 14134 views)



I think what Tejesh has attached is a confirmation letter for the employee. thanks tejas.

It seems from Anu's letter format that she wants a format for the senior to evaluate the employee on probation for confirming him to a permanent employee.

Dear (Senior)

We would like to inform you that (Name of the employee) has been on probation from (joining date) to (till date) as (position) in (Department). His probation period is coming to end and as per the rules of the company, decision has to be made regarding extending the probation period or putting him as permanent employee.

For the above purpose, we would like to request you to grade/comment on the performance of (Employee) in the ___ months of probation.

1. Conduct ______

2. Punctuality ______

3. Sincerety ______

4. Commitment Level _____

5. Knowledge ______

6. Skills ______

(Please put the parameters accordingly)

Please select one of the following:

*- Extend probation period

*- Permanent Employee

*- Discontinue service

thanking you


HR department




From India, Delhi

Thank you guys for your support.
But i do not require a Probation Evaluation Form, but i want a cover letter to be send out along with the confirmation mail, which is what i had mentioned in my thread.
Hope u will be able to help me.

From India, Pune

I am not sure if you are still looking for this draft but your post came to my notice and thought I should post my reply in case it is useful in any case.:)
Dear Sir,
Probation period of Mr. ___________ is going to be completed on __________ [DATE] accordingly his Probation Appraisal is therefore due. Could you please let me know when will it be convenient for you to hold a personal meeting with him?

Per our policy, your feedbacks in the prescribed form are required before we confirm any employee. Therefore I am sending herewith a Probation Evaluation Form with a request to fill it up and return it to me for further processing, once you have conducted the meeting.

The required details of Mr./Ms.__________ are as under:

Employee Code Name Date of Joining Date of Confirmation
________ _________ _________ __________

With regards,

From India, Rajkot

Hello Hemant Plz find the attachment of employee database format.
From India, Mumbai
Attached Files (Download Requires Membership)
File Type: doc EMPLOYEE RECORD.doc (22.0 KB, 7285 views)


Dear Anu,
I guess you are looking for a cover letter. It is done below. Let me know if it was useful.
Dear X,
Following completion of your six months probation period at <Company Name>, we have reviewed your performance and found the same to be satisfactory. In view of the above, we are pleased to inform you that you have been confirmed to the position of <Designation> at <Company Name> with effect from <1st May 2008>, you are now permanent employee of the company and you'll enjoy all perks & benefits as mentioned in your contract.
Also, please find attached the salary revision letter.
<Company Name> congratulates you on your confirmation and wishes you well in your position

From India, Madras

In order to get quick response you may like to create a new thread especially when your topic is different.
You have posted your request to provide you formats of (i) probation evaluation for (ii) confirmation appraisal form in a post having different subject, so obviously your post will not catch the attention of all.
This is however a suggestion only.

From India, Rajkot

This is Tejesh, HR of a Pharmaceutical Org.
I am attaching the format of Probationary Review, which will be very useful to evaluate the candidate by this format whether the candidate can be confirmed or not.

From India, Mumbai
Attached Files (Download Requires Membership)
File Type: doc Probationary Progress Review Form.doc (37.5 KB, 2494 views)




Dear Mr.

We are happy to confirm you in the services of the company w.e.f -------------- consequent to your successfully completing the probation period with us.

The other terms and conditions of employment as stated in your appointment letter remain unaltered.

We wish you the very best and hope to continue this mutually fruitful association in the future.

Yours sincerely,
For XYZ Accepted

President & CEO

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