How to use it
- 1Enter your company name, address and logo once. They are saved on your device for next time.
- 2Fill in the employee's name, ID and designation.
- 3Choose Confirm or Extend. Enter the date of joining and the probation in months; the end date is worked out for you.
- 4For a confirmation, add the revised salary and the notice period from confirmation if they change. For an extension, enter how many months and what the employee should work on.
- 5Check the preview, press Download PDF / Print, sign it, and give the employee a copy. Note the confirmation in their service record.
Probation Confirmation Letter – a filled-in sample
Made with the tool above from made-up details: every name and number in it is invented. Press “See a filled-in example” in the tool to open it there and download it.
What the letter says
To confirm:
- the appointment it refers to: post, date of joining and probation
- that the probation has been completed satisfactorily
- that the employee is confirmed in the post, and from which date
- the revised salary, in figures and words, if it changes
- the notice period from confirmation, if you give one
- that all other terms of the appointment are unchanged
To extend:
- the appointment and the date the probation was due to end
- that, following an assessment of performance, the probation is extended, by how many months and until when
- what the employee should work on, if you say
- that performance will be reviewed again and the outcome told in writing
Where the Model Standing Orders apply
For an industrial establishment with 300 or more workers, the Model Standing Orders, 2026 say:
- a probationer is a worker who has not completed six months’ service in the post, and a worker who has satisfactorily completed six months’ probation is a permanent worker
- the probation may be extended, upon assessment of performance, by not more than three months
- the employer confirms the eligible worker in accordance with the letter of appointment and issues a letter of confirmation
- the confirmation is entered in the service card within thirty days
That is why the appointment letter with probation period sets out the probation terms: the confirmation follows them.
After confirmation
The next salary slip carries the revised salary, if any. If the employee needs proof of income for a loan or a visa, the salary certificate shows them as a confirmed employee. For staff appointed without probation, use the regular appointment letter.
Sources
- Model Standing Orders, 2026, S.O. 2312(E), Gazette of India (Extraordinary), 8 May 2026: Schedules A, B and C, paragraph 2 (classification of workers) and paragraph 15 (confirmation)
- Industrial Relations Code, 2020, sections 28 and 29
Questions people ask
What is a probation confirmation letter?
The letter that tells an employee their probation is over and they are confirmed in the post, from a stated date. Where the Model Standing Orders, 2026 apply, paragraph 15 requires the employer to confirm the eligible worker in accordance with the terms and conditions stipulated in the letter of appointment, issue a letter of confirmation, and enter the confirmation in the service card within thirty days.
Is a confirmation letter compulsory?
Where the Model Standing Orders apply, yes: paragraph 15 says the employer shall issue a letter of confirmation. They apply to industrial establishments with 300 or more workers, unless the establishment has certified standing orders of its own (sections 28 and 29 of the Industrial Relations Code, 2020). Elsewhere, confirmation follows whatever the letter of appointment says, and a letter of confirmation is still the clear record of when the employee became permanent and on what pay.
From which date is the employee confirmed?
Leave the date empty and the letter uses the day after the probation ends. The probation ends the day before the same date that many months after joining: joining on 1 April with six months' probation, it ends on 30 September and the confirmation runs from 1 October. If the probation was extended earlier, enter that too. You can also type a different date.
Can I extend the probation instead?
Yes. Choose Extend the probation. Under the Model Standing Orders, the probation may be extended upon assessment of performance for a further period of not more than three months, so the letter says the extension follows an assessment of performance, gives the new end date, and says the outcome will be told in writing. The form shows a note if you enter more than three months. Say what the employee should work on: it is fairer to them and easier to review.
Should the salary revision go in this letter?
If the salary changes on confirmation, yes. Enter the revised gross monthly salary and the letter states it from the same date, in figures and in words. Leave it empty if the pay does not change. The next salary slip should show the new figures.
What about an employee who will not be confirmed?
This format confirms or extends. Ending employment during probation is a different letter, governed by the terms in the letter of appointment and any standing orders that apply to your establishment. Take advice before you issue one.
Does the employee need to sign it?
It is optional. Tick the box and the letter adds a line for the employee to sign, name and date for their copy, which is useful proof that it was received.
Can I download this confirmation letter in Word?
Yes. Press Word (.docx) above the preview. The file is laid out like the PDF and every word can be edited. It is a standard .docx file, the format used by Microsoft Word, Google Docs, WPS Office and LibreOffice. Press it with an empty form for a blank confirmation letter in Word.
Can the letter be in Hindi?
Yes. Switch Document language to हिंदी above the preview and the whole letter, including the revised salary in words, is in Hindi.
Is there a blank format?
Yes. Press 'Blank format' to print the confirmation letter with lines in place of the names, the post and the dates, to fill by hand, or use the blank PDF and Word files linked at the top of this page.
Last reviewed: 16 October 2026