Confirmation Letters: Should They Reflect Employee Performance After Probation?

Hi all,

Case: When a new employee joins, we issue him a Letter of Appointment. Upon completion of the probation period, which is typically 6 months (or as determined by the particular firm), we issue a Confirmation Letter.

Query: I want to understand whether we need to change the contents of the Confirmation Letter or if it should remain the same as stated in the Appointment letter. Can we revise the content based on the employee's performance in the last 6 months?

Regards,
Pshankar

Hi Shankar,

I think there will be no need to change the terms and conditions in the confirmation letter because anyone underperforming will not get confirmed and will be fired before completing 6 months or the confirmation period. If not, they will get confirmed. I think it is clear.

Regards,
Amith R.

Hi,

The contents/terms written in the Appointment Letter cannot be changed/altered. As the employee has to go through a probation period of six months, if the employee successfully completes the probation period, he/she should be given only a confirmation letter with the new terms and conditions (if there are any). Otherwise, the confirmation letter only confirms the further continuous services of the employee with the same employer at the same terms and conditions and the same CTC or salary.

If you need a draft of the confirmation letter, please let me know.

Warm regards, Umesh Chaudhary (welcomeumesh@yahoo.com)

Hi Shanker,

You just go through with the sample format given below; hope it may help you to understand the thing.

Confirmation Letter

____/HRD/_____ Date: 14/08/2007

Ms. _______________, _____________________ ________________ ___________________

Dear Ms./Mr. __________,

Consequent to the review of your performance during your probation period from 13th Feb to 12th August 2007, we are pleased to inform you that your services are being confirmed as Designation with effect from 13th August 2007. All the other terms and conditions as detailed in your appointment letter remain unchanged.

We look forward to your valuable contributions and wish you all the very best for a rewarding career with the organization. Please sign the duplicate copy of this letter as a token of acceptance of the same.

For Company Name:

Name:

Designation:

Regards,

Amit Seth.

I am responsible for overseeing the HR and admin departments of my company. I would like to request the format for a Confirmation Letter for my employees. The format should cover all possible terms and conditions, such as the sanction of leaves, etc.

Thank you.

Regards.