Completion of Probation Letter
The letter that makes a new employee permanent. Until it is issued, the probation has not formally ended, however long ago the period ran out.
- The probation start and end dates stated exactly
- Written for your notice period and your confirmation terms
- Drafted by an experienced lawyer on a consultation call
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What a probation completion letter is
The employer’s written confirmation that the probation was served and the employee is now permanent.
A completion of probation letter is given by an employer to an employee who has successfully served the probation period agreed between them. A probation period is the stretch of time preceding permanent employment: until it is over and confirmed, the employee is not a permanent employee of the company.
On receiving the letter, the employee becomes permanent. That usually changes more than the label. The notice period on both sides, eligibility for leave and benefits, and any confirmation-linked revision to the salary commonly turn on this date.
It is drafted on the company letterhead and signed and authorised by the employer. The probation start and end dates have to be stated on it.
- Given to
- An employee on probation
- Who has served the period
- Given when
- At the end of probation
- On or before the last day
- Issued by
- The employer
- Signed and authorised by them
- Drafted on
- Company letterhead
- Must state
- The probation dates
- Both the start and the end
- Stamp paper
- Not required
Why employers have us draft it
- Drafted by experienced lawyers rather than adapted from a template
- A consultation call to understand what changes on confirmation
- The terms that change written in, not just the fact of confirmation
- The whole engagement handled online
- Thousands of businesses served across every state in India
What the drafting covers
- A consultation call to confirm the probation terms and what changes on confirmation
- A letter drafted from scratch by an experienced lawyer
- The probation dates and the confirmation date stated precisely
- Any change to notice period, salary or benefits written in
- Revisions after you have read the draft
The three things people get wrong
Issuing it late
A probation confirmed six weeks after it ended raises a fair question about what the employment was in between. Issue it on or before the last day of the period.
Not saying what changes
Confirmation usually lengthens the notice period and opens up leave and benefits. A letter that confirms the status without naming the terms leaves the employee to find out later.
Extending without writing it down
A probation may be extended, but only if the extension is put in writing before the original period expires. An unwritten extension is usually treated as a confirmation.
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What happens if the letter is never issued?
In practice the employee is usually treated as confirmed once the probation period has run and they have continued working, because nothing was done to extend or end it.
That is an argument rather than a record. The letter is what removes the argument.
Can a probation be extended instead?
Yes, where the employment terms allow it. The extension has to be put in writing before the original period ends, and it should state the new end date and the reason.
How long is a probation period usually?
Commonly three to six months, and it is set by the employment terms rather than by law. Whatever it is, the appointment letter or contract should have said so at the start.
Does it need stamp paper?
No. It is a letter on the company letterhead, signed and authorised by the employer. It needs no stamp paper and no notary.
Confirm your employee in writing
A lawyer drafts it, with the dates and the terms that change on confirmation.
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