New HR Dilemma: How Should I Handle Delayed Confirmation Letters for Employees?

I am working as an HR, and I am a fresher. There are a few employees in my organization who joined before me but have not received any confirmation letters. Can I issue them the letter? If yes, should I mention the actual date as their date of confirmation or the date when the letter will be issued? Please suggest!

Yes, you need to issue them confirmation letters. At the top, you can mention the current date, but in the letter format, you have to mention the actual date of confirmation. Just to inform you, legally it's not correct that you have not issued a confirmation letter. Please also check your company policy or consult with your legal advisor.

As you have mentioned that you are a fresher who has recently joined the organization, you should first confirm with the employee's supervisor or reporting authority whose probation period has been completed but has not yet received a confirmation letter. If the supervisor has already provided confirmation from their end, then you can proceed with the issuance of the confirmation letter after consulting with your HR head/manager. Before doing so, it is advisable to review the HR policy or confirmation policy of your organization.

Firstly, ensure that you have checked the above points, and then you may proceed with the issuance of the confirmation letter for the concerned employees.

Best Regards,
Vikas Ranjan

1. Please check if any letter of probation has been issued to them.
2. If there is a letter of probation and the employees joined well before you, they might have completed their probation period and their services are deemed to have been confirmed. Therefore, there is NO NEED to issue a confirmation letter backdated.

Thanks for your feedback. However, Raju, I understood your point, but what shall I do if they ask for the confirmation letter? Should I issue them the backdated confirmation letter?