How Do You Format Appointment Orders for Trainee, Probation, and Confirmation Stages?

I want the formats for appointment orders to be given to employees at 3 different stages. Likewise, Trainee, Probation, Confirmation. Can anybody help me out, please, with this issue.

Chakravarthy

Hi Chaktravorty,

Actually its termed differently when you give the letters at these stages.. All are not called as Appointment orders..

At the time of Training you give them an Appointment Letter stating clearly of their designation as Trainee and the duration of Probation Period.. Later on completion of probation period we use to give them a confirmation letter in which we do change the designation if required..

Find below the sample formats of the same...

Format Of Appointment Letter

25th November 2007

Mr. _________

______________

______________.

Dear Mr.____________,

We are pleased to appoint you as Software Developer (Trainee) in our organization on the following terms and conditions.

1. You have joined us on 15th November 2007.

2. Your Annual Total Employment Cost to the company would be ��() the details of which is been given in the Annexure attached.

3. Your present place of work will be at Gandhinagar, but during the course of the service, you shall be liable to be posted / transferred anywhere to serve any of the Company's Projects or any other establishment in India or outside, at the sole discretion of the Management.

4. You will be on a Probation period for the Six months. Based on your performance your services will be confirmed with the company in written after six months.

5. You will not (except in the normal course of the Company's business) publish any article or statement, deliver any lecture or broadcast or make any communication to the press, including magazine publication relating to the Company's products or to any matter with which the Company may be concerned, unless you have previously applied to and obtained the written permission from the Company.

6. You will be required to maintain utmost secrecy in respect of Project documents, commercial offer, design documents, Project cost & Estimation, Technology, Software packages license, Company's polices, Company's patterns & Trade Mark and Company's Human assets profile.

7. You will be required to comply with all such rules and regulations as the Company may frame from time to time.

8. Any of our technical or other important information which might come into your possession during the continuance of your service with us shall not be disclosed, divulged or made public by you even thereafter.

9. If at any time in our opinion, which is final in this matter you are found non- performer or guilty of fraud, dishonest, disobedience, disorderly behavior, negligence, indiscipline, absence from duty without permission or any other conduct considered by us deterrent to our interest or of violation of one or more terms of this letter, your services may be terminated without notice and on account of reason of any of the acts or omission the company shall be entitled to recover the damages from you.

11. You will not accept any present, commission or any sort of gratification in cash or kind from any person, party or firm or Company having dealing with the company and if you are offered any, you should immediately report the same to the Management.

12. You will be responsible for safekeeping and return in good condition and order of all Company property, which may be in your use, custody or charge.



If you accept the terms and conditions above mentioned, please sign the declaration in the duplicate and return to us. The original shall be retained by you.

We welcome you to The eFact family and look forward to a fruitful collaboration.

With best wishes,

For ____________.



________________

Authorized Signatory-HR

I agree to accept service on the terms and conditions above mentioned. The original of this letter is in my possession.

Place : _______________ Name : __________________

Date : _______________ Sign : __________________

Confirmation Letter

_____/HRD/GNGR Date: 01/10/2007

Mr. _____________

________________

________________

________________

Dear Mr. _______,

Consequent to the review of your performance during your probation period, we have the pleasure in informing you that, your services are being confirmed as ______________ with effect from 29th September 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 organisation.

Please sign the duplicate copy of this letter as a token of acceptance of the same.

For, ____________________.

______________. ____________.

Authorised Signatory - HR

Regards,

Amit Seth.

Hello Chakravarthy, :)

I agree to what Amit has mentioned.

Kindly find below the copy of Appointment Letter & Confirmation Letter.

1. APPOINTMENT LETTER

Ref. No. : Dated :

Mr. .........(NAME)

ADDRESS

APPOINTMENT LETTER

Dear Surname,



This is further to our Letter of Intent No. REF. No. dated 08.11.2007 duly accepted by you. The Management is pleased to appoint you as “DESIGNATION” at LEVEL in our Organization, on the Terms & Conditions given in the succeeding paragraphs.

A. PAY & PERKS

You shall be entitled to the following :-

(1) Basic Salary : Rs..... (Rupees only) per month.

(2) House Rent Allowance : As per Company Rules.

(3) Conveyance Allowance/Reimbursement : As applicable to the employees of your Category/Level on fulfilling the prescribed conditions.

(4) LTA, Medical Reimbursement (if not entitled to the benefits under ESI Scheme), PF, Bonus/Executive Bonus and Gratuity benefits as per Statutory Provisions or Company’s Rules as amended from time to time, applicable to the employees of your Category/Level at the Unit/Office and place of your posting.

B. DUTIES & FUNCTIONS

(1) You shall devote your whole time to the work of the Company and shall not undertake any other direct or indirect vocation such as business, trade, consultancy or advisory work etc., honorary or remunerative.

(2) You shall always safeguard the interests of the Company, and in the event of anything prejudicial to the interests of the company coming to your notice, you shall immediately bring the same to the knowledge of your superiors.



TERMS ACCEPTED



____________ ________________

Signing Authority Signature & Date



-2-

(3) You shall not, either during or after leaving employment, divulge, disclose, make known or communicate to any person or Firm, Company or Concern or yourself make use of any of the secrets or information, which you may acquire, receive or obtain in relation to the affairs of the Company in the course of or by reason of your employment

(4) You shall faithfully and diligently serve and promote the interests of the Organization to the best of your skill and ability and shall exercise authority and carry out functions and duties entrusted or conferred upon you, form time to time, relating to the business of the Company.

C. SERVICE CONDITIONS

(1) Your appointment as “DESIGNATION” is subject to the particulars furnished by you and the Undertaking given by you in your Application and/or Bio- Data form, in support of which you shall submit copies of the relevant certificates, if not already submitted.

(2) You shall be under Probation for a period of Six months from the date of your joining. This period shall be deemed to have been extended unless and until your services are confirmed in writing. During the period of probation/extended period of probation, your services may be terminated or you may resign from the post, without any notice from either side.

(3) After confirmation, your services shall be liable to be terminated by giving one month’s notice or salary in lieu thereof. Similarly, you may resign by giving one month’s notice in writing or salary in lieu thereof. In the event of your being relieved before expiry of the notice period mentioned in your resignation letter, salary for the unexpired period of notice, shall not be payable.

The notice period from either side shall stand enhanced from one month to three months on your placement in M-2 Level or above at any stage in future.

(4) While your initial placement in this Company is at SALES DEPOT, PLACE in the Company’s unit/Office, but your services shall be liable to be transferred anywhere to any other Unit/Office of the Company, or to any Unit/Office of any Sister Concern existing/to be set-up/acquired in future, and you shall be bound to accept the transfer and carry out the same.



TERMS ACCEPTED



_______________ _________________

Signing Authority Signature & Date



3-

(5) In the event of any information furnished by you in your Application and/ or Bio-Data Form being found to be wrong/misleading or violation by you of the terms of Employment, your services shall be liable to instant termination without any notice or compensation.

(6) You shall be governed by the Rules and Regulations of the Company applicable or framed and amended from time to time, and instructions issued by your superiors. You shall not commit any act subversive of discipline or against the policy or interest of the Organization, for which you shall be liable to disciplinary action.

(7) In case any dispute or difference arises between the parties to this service contract either during the subsistence of this service contract or afterwards irrespective of the place of execution of this service contract, the contract shall be deemed to have executed at the works of the company at HEAD OFFICE and the Courts at the place of works at HEAD OFFICE shall alone have jurisdiction to decide any dispute arising out of or in respect of this service contract.

(8) You shall be retired from the service on attaining the superannuation age of 58 (Fifty Eight) years or earlier for physical or mental disability, infirmity or for continued ill-health, as adjudged by a Medical Practitioner nominated by the Company, whose decision shall be final.

(9) Entitlement of leaves shall be as per the provisions of leave rules of the Company in force or amended from time to time applicable to your category of employees and you will observe holidays as declared by the Company during the year. Grant of leave will depend on the exigencies of work and shall be at the discretion of the management. Before proceeding on leave you will have to get prior sanction of leave from the appropriate authority.

Please sign and return the duplicate copy of this letter as a token of your acceptance of the Terms & Conditions of your appointment. This letter comes into effect from DATE (i.e. the date of your joining).



TERMS ACCEPTED

(SIGNING AUTHORITY NAME) Signature :___________

(DESIGNATION) Name :___________

Date :__________

2. CONFIRMATION LETTER



REF. NO. Date :

NAME OF THE EMPLOYEE

DESIGNATION

(Emp Code No. )

PLACE OF POSTING

(Through Head Of the Deptt.)

Confirmation of Services : Mr. NAME

Please refer to Para C (2) of the Appointment Letter REF.No.(Appointment Letter) dated (MENTION THE DATE).

On your successful completion of the Probation period, the Management is pleased to confirm your services as “DESIGNATION” in LEVEL, at Basic Salary of Rs......- (Rupees......only ) per month w.e.f. DATE.

All other Terms and Conditions of your appointment shall remain unchanged.

NAME OF THE SIGNING AUTHORITY

DESIGNATION OF THE SIGNING AUTHORITY

Hope that would suffice.

Regards,

Bhavna :lol: