Probation Period Completed: Do We Need to Send a Confirmation Letter?

Dear Sir/Madam,

We issued an offer letter that provides for a 6-month probationary period from the date of appointment. Do we need to issue a confirmation letter again?

Thank you.

Dear Shriya,

Of course, you have to provide a confirmation letter stating the person's end of the probation period and confirmation in the service. The other options are extending the probationary period or separation from service. Normally, in big organizations, when an employee is confirmed, their service conditions change significantly. So, a confirmation letter is a must.

Regards

Probation starts from the date of joining and not from the date of appointment because in case a candidate joins after six months, you will presume that he is already confirmed. This presumption arises because the appointment letter was issued six months back, and he joined after six months.

Now, coming to your question, it is always a good practice to issue a confirmation letter as per the procedure. This is part of the procedure and compliance. However, if you did not issue or do not issue the letter, it does not mean that after completing probation, he is not confirmed until you issue him a written confirmation letter. He is deemed to be confirmed automatically upon completing probation.

Regards,
Bhajiya

Dear Shriya,

Of course, you have to give a confirmation letter to an employee after the probation period. However, after the offer letter, you should provide an appointment letter which will contain all the details of company rules, probation, and confirmation matters. An offer letter is the letter provided to the selected candidate to inform them about the selection process. I think you should know the meanings of an offer letter, an appointment letter, and a confirmation letter.

Thank you.

Dear Friends,

Every employee's evaluation is crucial. After the completion of the probationary period, confirmation must be provided. Prior to that, it is essential to assess their performance during the preceding period of service by obtaining performance reports from the relevant department heads. Failure to do so may result in an extension. Any extension or termination will adhere to the company's procedures and the 'Certified Standing Orders' of the organization.

Please refer to the attachment for any clarification needed.

Regards,

PBS KUMAR

Shriya,

I think by now you might have clarity on whether the confirmation letter is important or not. When you give an offer letter to the employee and don't provide the appointment letter after they have joined, it is necessary to give a confirmation letter based on the performance evaluation. As Yashaswini rightly said, in the appointment letter, we capture policies, terms, and conditions, etc. The employee would be deemed confirmed if they do not receive any probation extension.

Hope this clarifies things.

Thanks, - Mirza

Dear Shriya,

Of course, you have to give a confirmation letter to an employee confirming his/her services on completion of the probationary period.

Regards

To put an employee on probation is to assess his suitability for the work he has been appointed for, to judge his adaptation to the company's rules, culture, ethos, values, and philosophy.

If an employee, upon completion of his probationary period, fulfills all these requirements, he deserves to be confirmed in the service of the company.

It is always advisable to include a clause in the appointment letter such as: "You may be confirmed, in writing, in the employment of the company if your performance is found satisfactory and commensurate with the expectations of the management during the probation period or any extended period but not exceeding 01 year."

If not communicated in writing, you will continue to be on probation.

Such a clause puts the employer on a safer side - they will be able to assess the employee for his suitability, and if found unsatisfactory, he may be asked to resign.

If such a clause is not mentioned, the employee may automatically get confirmed regardless of his suitability.

Moreover, confirming a deserving employee timely is a good retention tool as well.

Shabbir

Dear Friends,

We are discussing the grounds for confirmation and the reasons for the extension of the probationary period. Can uncertainty in business be a reason for extending the probationary period of employees?

Regards,
Praveena S

There is no standard format for the evaluation for confirming an employee. You may use the same appraisal form that you are using for the assessment of the performance of a permanent employee. Generally, the evaluation form contains:

i. Quality of work output

ii. Quantity of work output

iii. Timeliness

iv. Cost-saving and consciousness

v. Punctuality

vi. Commitment

vii. Achievement of assigned tasks/objectives/targets

viii. Relation with seniors/peers/subordinates

ix. Interpersonal relations

x. Adaptability/fitness to the Company Rules/culture/values

On these parameters, you may assess whether the probationer is suitable for confirmation or not. If his attitude towards work is not good, he may be dispensed with during probation. If his attitude is good but his performance is poor, he may be given a chance to improve his performance by providing an additional three months of extension. Even then, if he fails to deliver, he may be dispensed with.

Hope this will give you a fair idea about the evaluation of a candidate during and on completion of his probation.

Shabbir