How Should HR Handle Delayed Confirmation Letters for Employees Post-Probation?

Probation Period Confirmation Process

I work in a private real estate firm where the probation period is 6 months for all employees. Confirmation letters are issued by HR after the approval of management. However, many times HR is instructed by management to keep the confirmation on hold for specific employees due to dissatisfaction with their work. As a result, these employees receive their 'Letters' very late, sometimes months after the completion of the probation period.

When issuing confirmations for such employees, what steps should HR take care of? Should we put the actual date of confirmation or the present date of confirmation? Friends, please let me know.

Thanks

Regards

It is advisable to give an extension of probation for a further period of 3-6 months, depending upon the remarks received from the Line Manager/Management. Thereafter, give confirmation of the present date.

Confirmation Process for Employees Completing Probation

For the confirmation of employee(s) on time, you can send an email or provide a hard copy of the confirmation approval letter to the immediate boss of the employee(s) who is about to complete their probation. If the remarks indicate a 6-month extension, follow the 6-month extension; otherwise, if they are recommended for confirmation, you can prepare the confirmation letter and obtain management approval.

Thanks and Regards,

Dear All,

I work in a private real estate firm, where the probation period is 6 months for all employees. Confirmation letters are issued by HR post approval from management. However, many times HR is instructed by management to keep the confirmation on hold for specific employees, citing dissatisfaction with their work. Consequently, these employees receive their confirmation letters very late, sometimes months after the completion of the probation period. When issuing confirmation for such employees, what steps should HR take care of? Should we use the actual date of confirmation or the present date of confirmation? Friends, please let me know. Thank you.

Simplifying the Confirmation Process

Instead of holding the confirmation letter and facing a dilemma about the date to put on the letter, we can simplify the process.

Issue appointment letters to new hires with a clause stating that they will be under probation for 6 months. However, the company reserves the right to extend the probation period by an additional 1-3 months based on the individual's performance.

After including this clause in the appointment letter, you can issue an extension of probation letter if the individual does not meet the qualification criteria by the end of the initial probation period. If an employee's performance is below par, consult with the line manager to determine the appropriate length of the probation extension and then issue the extension of probation letter. The date on the letter should be the next working day after the completion of the probation period.

Once the individual successfully completes the extended probationary period, you can issue the confirmation letter stating the date on which they are confirmed with the company.

Please note that both the probation period and the extended probation period will be considered when calculating gratuity.

Benefits During the Probation Period

During the probation period, the only benefits available to the employer are:

• Notice period for both sides is typically around 1 week or 10 days.
• The employee is not entitled to paid leave during probation, except for 5 days of leave for every 2 months worked.

All other obligations apply to probationary employees as well.

I hope this guidance is helpful to you. 

Best regards,

Regards

Dear Sir,

Please kindly guide on the matter below. I have finished my probation period 2 months ago, but I have not received any type of intimation until today. No extension or confirmation letter has been given by HR in any form.

So, please guide me and provide information on government laws related to this particular issue.

Thanks,
Hardik Patel

If a confirmation letter is not provided, you can request the employer/HR to issue one. As per the law, if no extension is granted before the completion of the probation period, it is assumed that the confirmation has taken place.

Probation Period Extension and Confirmation

If the need arises to extend the probation period, it must be communicated before the expiry of such an extension. If no communication occurs even after the expiry of probation, it is assumed that the employee is confirmed. All terms of the probationary period will be applicable until the last date of the probation period. Thereafter, the terms will be as per the confirmation terms.

You can request a confirmation letter, and HR must provide it. However, some companies do not issue such letters because most of the probation and confirmation terms remain the same except for the termination clause.

Regards,
[username]

Can you please share any document where it is mentioned that it is not mandatory to give a confirmation letter to the company? It is assumed to be confirmed if the employee does not receive any extension before the end of the probation period.

Dear Sir,

Recently, I emailed our Deputy General Manager regarding the above query, but no reply was given. Later, a response came from the bottom panel of the DGM stating that the company's name has been changed from the previous one, and confirming the current probation of ended employees.

I would like to verify whether the above information is true or just temporary. Therefore, I kindly request your guidance on this matter.

Thanks & Regards,
Hardik0119