Employee confirmation and confirmation letter

How it works

1. Open the person's row in Probation and Confirmation and press Confirm. The dialog shows the end date and the manager's review if it is in.
2. Keep Create confirmation letter ticked to save the letter to the employee's documents under HR, and add an optional note.
3. Confirming records today as the confirmation date and moves the status from Probation to Confirmed.
4. If confirmation needs the manager's review and none is in, the dialog warns you, but you can still confirm.
5. The employee gets a notification that the letter is in their documents, and the manager is told as well.
6. With confirm automatically switched on, the daily 9 am run confirms people whose probation has ended, with a letter, once any required review is in.

What you can set

• Create confirmation letter: ticked by default, saved to the employee's documents.
• Note on the confirmation, kept in the probation history.
• Automatic confirmation when probation ends, chosen in the work terms policy as the answer to when nobody acts.
• Confirmation needs the manager's probation review: yes or no.
• An employment type recorded as Probation changes to Permanent on confirmation.
• Confirming without a required review is allowed and noted as a warning.

Why the letter matters

The OSH Code requires an appointment letter for every employee; the confirmation letter is the document that says the probation promised in it is over. Employees need it for home loans, rental agreements and background checks at their next job. When it is created at the moment of confirmation and saved to the employee's documents, it can never be forgotten or issued months late with the wrong date. For other letters HR sends, the letters library has ready formats, and the appointment letter rule explains the starting point.

Worked example: confirming a support executive

Sneha Pillai joined a Mysuru customer support centre on Thursday 15 January 2026 on 6 months' probation, so it ends on Wednesday 15 July. On 8 July her team lead rates her 4 of 5, Exceeds expectations, with the comment that she handles escalations calmly and is recommended for confirmation.

On 15 July HR opens her row, reads the review in the Confirm dialog and confirms with the letter ticked. Her status becomes Confirmed, and the letter showing her designation, joining date of 15 January and confirmation date of 15 July lands in her documents. She downloads it that evening for a two-wheeler loan. Casual leave, blocked during probation under her company's rules, is available to her from that day.

Tips for clean confirmations

Confirm on or before the end date, not weeks later; the confirmation date is the day you press Confirm. Check the designation on the record first, since the letter prints it. Add a one-line note for anything unusual, such as confirmed after a strong first project. Use automatic confirmation only with the review requirement on, so no one is confirmed without a manager saying yes.

Frequently asked questions