Probation Confirmation Letter

LETTER OF CONFIRMATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Confirmation of Employment on Completion of Probation

Dear [Employee Name],

You joined [Company Name] on [Date of Joining] as [Designation] on probation of [Probation Period] months. We are pleased to inform you that, based on your review, you are confirmed as a permanent employee with effect from [Confirmation Date].

Your key result areas for [Review Year]

NON-CONFIRMATION LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Non-Confirmation of Employment on Completion of Probation

Dear [Employee Name],

You were appointed as [Designation] on probation with effect from [Date of Joining] vide appointment letter dated [Appointment Date]. Where applicable, your probation was extended up to [New Probation End Date] vide letter dated [Extension Letter Date].

Your performance was reviewed on [Review Date 1] and [Review Date 2], and feedback was shared with you on each occasion. Despite the support provided, including [Support Provided], the following standards required for the role have not been met:

1. [Factual reason 1]
2. [Factual reason 2]

CONFIRMATION OF EMPLOYMENT

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Confirmation of Your Employment

Dear [Employee Name],

We refer to your appointment letter Ref. [Appointment Letter Ref.] dated [Appointment Date], under which you joined [Company Name] as [Designation] on [Date of Joining].

Based on the review of your performance, attendance and conduct by [Reporting Manager], the management is pleased to confirm you in the services of the company with effect from [Confirmation Date].

Terms applicable from the date of confirmation

PROBATION EXTENSION LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Extension of Probation Period

Dear [Employee Name],

As per your appointment letter dated [Appointment Date], your probation period was due to end on [Original Probation End Date]. Your performance has been reviewed by [Reporting Manager] and discussed with you on [Discussion Date].

While we recognise your efforts in [Positive Areas], the review found that the following areas have not yet reached the required standard:

1. [Observed Gap 1, with example]
2. [Observed Gap 2, with example]
3. [Observed Gap 3, if any]

PROBATION COMPLETION LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Successful Completion of Probation

Dear [Employee Name],

We are happy to inform you that you have successfully completed your probation period from [Date of Joining] to [Probation End Date] as [Designation] in the [Department] team.

Your reporting manager, [Reporting Manager], has highlighted the following strengths during your probation:

• [Strength 1 – e.g. ownership of month-end reports]
• [Strength 2 – e.g. strong client communication]
• [Strength 3]

APPOINTMENT LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment as [Designation]

Dear [Candidate Name],

With reference to your application and the subsequent interviews, we are pleased to appoint you as [Designation] in the [Department] department of [Company Name] on the following terms and conditions.

1. Date of joining: You will join duty on or before [Date of Joining] at our [Work Location] office. If you do not join by this date, this appointment will stand withdrawn unless extended in writing.
2. Reporting: You will report to [Reporting Manager] or any other person designated by the management.
3. Remuneration: Your Cost to Company (CTC) will be ₹[CTC] per annum, as detailed in the annexure below. Salary is subject to statutory deductions and applicable income tax.
4. Probation: You will be on probation for [Probation Period] months from the date of joining. On satisfactory completion, your confirmation will be communicated in writing.
5. Working hours: Normal working hours are [Working Hours], [Working Days] days a week, as per the company attendance policy.
6. Statutory benefits: You will be covered under the Employees' Provident Fund and, where eligible, ESI. Gratuity will be payable as per law after five years of continuous service.
7. Leave: You will be entitled to leave as per the company leave policy and applicable state rules.
8. Notice period: During probation either party may end employment with [Probation Notice] notice. After confirmation, the notice period will be [Notice Period] or salary in lieu thereof.
9. Conduct and confidentiality: You will follow the company code of conduct, POSH policy and other policies in force, and keep all business information confidential during and after employment.
10. Documents: Your appointment is subject to verification of your educational certificates, previous employment records, PAN and Aadhaar (masked copy).

Annexure A – Salary Structure

LETTER OF APPOINTMENT

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Letter of Appointment – [Designation], [Department]

Dear [Candidate Name],

Further to your acceptance of our offer dated [Offer Date], the management of [Company Name] is pleased to appoint you to its services on the terms set out below.

1. Position and duties: You are appointed as [Designation]. Your main duties are described in Annexure B. The management may assign other duties suited to your skills from time to time.
2. Commencement: Your employment begins on [Date of Joining]. Your seniority will be counted from this date.
3. Place of work and transfer: Your initial place of posting is [Work Location]. You may be transferred to any office, branch or associated company in India, with reasonable notice and applicable allowances.
4. Compensation: Your annual CTC is ₹[CTC], made up as per Annexure A. Salary is paid by bank transfer on or before [Pay Day] of the following month.
5. Probation and confirmation: You will be on probation for [Probation Period] months. Confirmation will be communicated in writing; without it, you remain on probation.
6. Leave: You are eligible for [Earned Leave] days earned leave, [Casual Leave] days casual leave and [Sick Leave] days sick leave per year, plus declared holidays, as per the leave policy.
7. Statutory coverage: PF, ESI (if eligible), gratuity and bonus will apply as per law.
8. Termination: After confirmation, either party may end this employment with [Notice Period] notice or pay in lieu. Employment may be ended without notice for proven misconduct after due inquiry as per standing orders.
9. Retirement: You will retire on reaching the age of [Retirement Age] years.
10. Company property: On leaving, you will return the laptop, ID card, documents and any other company property before full and final settlement.
11. Jurisdiction: Any dispute will be subject to the courts at [City].

Please confirm your acceptance by signing and returning the duplicate copy. We look forward to a long association.

Yours faithfully,

LETTER OF APPOINTMENT ON PROBATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Candidate Name]
[Candidate Address]
[City] – [PIN Code]

Subject: Appointment on Probation as [Designation]

Dear [Candidate Name],

We are pleased to appoint you as [Designation] in [Department] at [Company Name], [Work Location], with effect from [Date of Joining]. Your appointment is on probation on the terms below.

1. Probation period: [Probation Period] months from your date of joining.
2. Remuneration: Annual CTC of ₹[CTC] as per the enclosed salary annexure.
3. Reporting: You will report to [Reporting Manager], who will guide and assess you during probation.
4. Notice during probation: Either side may end the employment with [Probation Notice] written notice or pay in lieu.
5. Extension: If your performance needs more time to be assessed, probation may be extended once by up to [Extension Period] months, with written reasons.
6. Confirmation: You will be treated as confirmed only on receipt of a written confirmation letter.

Probation review plan