Probation Period Dilemma: When Should We Issue the Joining Letter and How Long Should It Last?

Suppose an employee is on a probation period for six months, and we have to issue his or her joining letter. In that case, how do we calculate the probation period, and from which date should we issue the joining letter? Should we consider only 45 days for the probation period, or should the total six months be considered for the probation period? Please reply promptly to this query.

Dear Neha, you have to issue a joining/appointment letter even if the employee is on probation on the day of joining. You can add a clause to your appointment letter regarding probation terms and duration. For example, you can add a phrase like this:

- Initially, you shall be on probation for a period of six months from the date of your joining, and the said period of probation shall be liable to be extended or dispensed with earlier, solely at the discretion of the management.
- During or at the expiry of your probationary period or the extended period of probation, the Management/Company will have the right to terminate your services without any notice or without assigning any reason. Unless confirmed in writing, you will continue to be on probation.

Regards, Manish

Dear Neha,

Usually, an appointment letter contains a clause stating that the probation period will be six months from the date of joining. After the employee joins, a letter confirming the date of joining is issued, and the six months' probation will begin from this date. It is not understood from where you got 45 days of probation from and its relevance to the query.

Regards,
Vinayak Nagarkar
HR Consultant

When an employee is selected and placed on probation, normally a letter is given to the employee stating that they will be on probation until (date) or for a period of six months. The clause for extending probation will also be included in the offer letter itself, making the probation period clear. Upon completion of probation in a satisfactory manner, the fact will be documented and communicated to the employee that their probation is completed.

Actually, your query is unclear.

Your query contains your answer. In short, you need to take reference of the clause related to the "Probation Period" in the appointment letter issued to the concerned employee and use that as a directive for further actions.

Regards,
Girish Vivalkar

Indian Labour Law and Human Resource: [link](http://girishvivalkar979.blogspot.in/)
LinkedIn: [link](https://in.linkedin.com/in/girishvivalkar)

Understanding Appointment, Joining, and Confirmation Letters

The seniors have answered your query clearly. However, you need to clearly understand the meaning of an appointment letter, a joining letter, and a confirmation letter as part of joining formalities.

The employer will not give a joining letter. Instead, an appointment letter is given to the employee on the day they join duty. The employee will acknowledge a copy of the appointment letter as a token of their acceptance and commence duty. You can also obtain a letter of joining from them for your records.

The letter of confirmation will be given to the employee upon satisfactory completion of the probation period.

Regards, B. Saikumar
HR & Labour Relations Adviser
Navi Mumbai