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All-in-one HR platform · v2.0
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All-in-one HR platform · v2.0
14-day free trial · No credit cardhello@HrMagix.com
A confirmation letter tells an employee they have completed probation and are now a confirmed member of staff. This confirmation letter format records the date and any change in terms.
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It is issued when probation ends and the reporting manager's review recommends confirmation. HR checks the review against the probation policy and an authorised signatory signs. Issue it on or before the last day of probation so the employee is never left unsure of their status.
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If the review is not satisfactory, issue a probation extension letter with the reasons and a review date instead. Do not stay silent. Many appointment letters state that an employee stays on probation until confirmed in writing, but some state that confirmation is automatic at the end of the period. Check which wording yours uses.
Watch for itA common slip is confirming from the letter date instead of the end of probation. Confirmation should run from the day after probation ended.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] Ref: [HR/CONF/YYYY/NNN] Date: [DD Month YYYY] [Employee full name] Employee code: [Code] Designation: [Designation] Department: [Department] Subject: Confirmation of employment Dear [Employee first name], Further to the review of your performance during your probation period, which began on [Date of joining], we are pleased to confirm your employment with [Company name] as [Designation] with effect from [Confirmation date]. On confirmation: 1. Your notice period will be [N] days/months, as per the terms of your appointment and the company's notice period policy. 2. [Your revised compensation / grade / benefits will be as set out in the enclosed annexure.] [OR: Your compensation remains unchanged.] 3. All other terms and conditions of your appointment letter dated [DD Month YYYY] remain unchanged. We appreciate your contribution during the probation period and look forward to your continued association with us. Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation] Acknowledged: Signature: ____________________ Name: [Employee full name] Date: [DD Month YYYY]
It depends on the appointment letter and the standing orders that apply. Some provide for deemed confirmation, others say probation continues until written confirmation. Issue a letter either way to avoid ambiguity.
No. Some organisations link a revision to confirmation, many do not. Say clearly in the letter whether pay changes.
The authorised signatory who signs appointment letters, usually the HR head, after the reporting manager's recommendation is on file.
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