How Do You Handle Employee Requests for Permanent Letters After Probation?

Dear all,

Some employees are demanding a permanent letter for the sake of job security in my organization. Actually, I have recently implemented a new method where we issue a confirmation letter to employees upon the completion of their probation period. This is a new system, which has led previous employees to inquire about this type of letter. Could you please advise me on how to handle this matter?

Transitioning Employees to Permanent Positions

Another point to consider is that we are planning to transition a number of employees to permanent positions. In this scenario, is it necessary to provide them with a permanent letter? I am curious about the current practices in other companies regarding this matter.

Please reply.

Thanks & regards,
Sanika

Hello, you are lucky. You are being offered an opportunity by the older employees to regularize their "terms and conditions of employment."

Opportunity for Regularization

Whether in the past appointment letters were issued or not, are the terms and conditions of employment identical for the given class of employees? If yes, the problem is an opportunity!

Now that the new employees are being issued appointment letters on probation and are also issued a confirmation letter in due time, you can use the same letters. Just say, instead of "your date of joining will be......", "you have been in employment of this organization since.........(herein put their actual date of joining)."

Considerations for Regularization

But issues like age (DoB), notice period, transferability of employment from one department to another, one location to another, etc., age of retirement, etc., need to be thought about, and the identity of terms and conditions be ideally achieved. I know that you cannot clean past inadequacies in one step, but take steps to identify what matters could give birth to new grievances like salary grades, increment levels, designations, in addition to the above points, etc., BEFORE starting actions to regularize the contracts of employment of old employees! If you need help, make a position paper on all the matters that could give rise to grievances and consult your superiors, advisors, or send these to me along with an explanatory note, and I might be able to help!

Achieving Stability and Uniformity

For the stability of the relationship between employers and employees, standardization of terms and conditions of employment and equitable treatment and uniformity of approach always help. You are at a stage to achieve all these, but take precautions, seek competent advice, and ensure that an opportunity does not become a problem!

Regards,
Samvedan

August 11, 2011