Procedure before Confirmation letter - format for confirmation from the concerned HODs?

Hi, I am Chitra; working as HR in Bangalore.

In an organization, employees who have completed their probationary period should receive the confirmation letter. Before issuing the confirmation letter, they need to obtain confirmation from the respective Heads of Departments (HODs). Could you kindly suggest or share the format for this process?

Thanks,
Chitra

Dear Chitra,

Yes, before confirming the employee, it is important to take the Head of Department (HOD) of the employee into confidence. Many companies conduct a Performance Review or Performance Appraisal before the expiry of the probation. Based on the rating, a decision is taken on whether to extend the probation or make the services permanent.

You have asked for the format for assessing the employee. However, there cannot be a standard format across all industries or functions. It has to be customized with respect to your industry or company.

For recruitment purposes, you could be using an Interview Assessment Form. I recommend that you design the form based on this template. You need to review whether there is a gap between the image created of the candidate during the interview and his/her performance. If a gap emerges, it also provides insight to those involved in the recruitment process.

Lastly, if you extend the probation, then the situation warrants feedback to the employee on why the probation has been extended and what the scope for improvement is.

Thanks,

Dinesh Divekar