Understanding Probationary Periods: Should We Issue an Appointment Letter to a New HR Trainee?

Hi Maruthi VJ,

Please explain the probationary period. We have hired a person as an HR trainee in our establishment. He is requesting an appointment letter. Should we issue the appointment letter or not?

Thank you.

Dear,

Once you have hired someone for any position, you should provide an appointment letter to them. This practice is not only beneficial to the employee but also highly advantageous to the employer. Regardless of the name given to the individual, once they become your employee, they are entitled to all benefits.

Thank you,
J. S. Malik

Dear,

What is an appointment letter? Basically, it is a contract between an employer and an employee where the terms and conditions of employment are defined. If you do not issue an appointment letter, how will the individual come to know certain points which we mention in the appointment letter?

Issuing an appointment letter is also a legal requirement.

Thanks,
J. S. Malik

Sir,

Is it okay if the Appointment Order Form Q is issued to the employee?

Regards,
Kuldeep
Dawn Infotek.

Dear Maruthi,

How can an employee work without an appointment letter? An appointment letter is a legal document. It is a must; no form can take its place. Please issue the appointment letter; otherwise, the organization will be in trouble.

You can prepare an appointment letter for a probationary employee. It should mention the clauses relating to the probationary employee, such as the probationary period, any other benefits applicable to probationers, and the leave formalities of probationary employees, among other things. You can search for formats of appointment letters on citehr itself. All the best.

Soju

Appointment letter is a terms and conditions agreement between a company and an employee. It outlines company policies, leave, salary, and allowances. Therefore, it is beneficial to issue an appointment letter.

You should give him an appointment letter because it is a legally binding contract document between you and your employee. It is a valid and essential document for any legal procedures in the future. From the company's point of view, it is very beneficial.

Hi,

It's surprising that anyone joined as an HR executive without an appointment letter in hand. Anyways, an appointment letter is a legal document. The letter contains details like Date of Joining (DOJ), location, transfer, probation period, leaves, termination of services, working hours, working days, etc.

The probation period is an evaluation period wherein you test the knowledge, skills, attitude, and performance of the person you are hiring. Based on this evaluation, the company decides whether to confirm the person or not. The probation period can be 3 months, 6 months, or even a year.

Hi,

An appointment letter is a requirement. You can include a probation clause in your appointment letter, which may be extended up to 9 months. After that period, you have to provide the employee with a confirmation letter.

Appointment letters are useful to avoid all future crises between employers and employees regarding issues such as salary increments, leaves, resignations, other company policies, rules, and regulations. Therefore, every employee appointed under any conditions should and must be given an appointment letter.

Dear Maruthi,

If any employee joins any organization, the organization should issue an Appointment letter to the person within a week. Whether the person is in probation, the company should issue an offer letter and an appointment letter to the concerned person.

A person joins an Organization based on his knowledge & Skills, assessed during the interviews, vis-à-vis his academics. If you feel the person to be recruited is good in academics or has potential, but due to lack of experience, cannot take up the role assigned for, then you recruit him/her as a Trainee.

A Trainee appointment letter / contract is to be issued at the time of joining which clearly indicates the level, remuneration and expectations.

After successful completion of Training Period, the Trainee is appointed as a regular employee on probation, and accordingly a separate appointment letter is issued to him with the JD & KRA of a regular employee.

Please note that except for Trainee under Apprentice Act, all for statutory benefits of PF / Bonus / Gratuity, the date of joining shall remain in records the one when the employee was recruited as Trainee, and not when he was appointed as a regular employee.

Hope this clarifies a bit, you query regarding Trainees and the issuance of appointment letter.

Citehr has innumerable links for such queries. please try and search for more clarification.

Regards
Ketan Shetty

You have hired the person, then you have to issue an appointment letter. According to the organization's policy, include a clause regarding the probation period of 6 months/3 months. When you appoint someone, there should be an agreement, contract, or appointment letter between the employer and employee to understand the terms and conditions of the organization.

If he/she is a trainee for 2-3 months, then issue an offer letter stating that you have been selected as a trainee in this department and will be with us for 14-16 working weeks. Some documents should be signed between the employer and employee.

Hi,

This is Padma. No problem, I will issue the appointment order. In the appointment order, please write your terms & conditions.

Thank you.

Hi Neeti,

If you have received the appointment letter via mail, that's okay. Please check if it is on the company letterhead. You can inquire with the company about receiving a hard copy of the appointment letter once you join them.

I received my offer letter via email when I was in my native place, and the company was located in Mumbai. On the day of joining, I received all the documents on the company letterhead.

Regards,
Sheetal Sahasrabudhe

Dear Maruthi,

You can provide the appointment letter in Form Q, as prescribed by the labor department. This form includes details about wages and the date of joining, but it does not contain any information about probationary periods or notice periods. You can provide both your company's prescribed format and Form Q. According to labor laws, Form Q is necessary.

Jeevarathnam