Confirmation Policy Template

Confirmation Policy

Purpose of Confirmation Policy

This Confirmation Policy explains how [Company Name] confirms employment following a probationary period. The policy sets out the criteria, process, responsibilities and timelines used to determine whether an employee is confirmed in their role, has probation extended, or is otherwise managed. The policy promotes consistent and transparent decision making across the organization.

Scope

This policy applies to all employees of [Company Name] who are subject to a probationary period, including full time, part time and fixed term employees unless alternative arrangements are specified in an employment contract. It should be read alongside other relevant HR policies such as performance management, disciplinary and termination procedures.

Probationary Period

The length of the probationary period will be stated in the employee's offer letter or employment contract. During probation employees are expected to meet role specific performance standards, behavioral expectations and attendance requirements, and to complete any mandatory training required for the role.

Confirmation Criteria

Confirmation decisions are based on a fair and objective assessment of the employee against agreed criteria. Typical criteria include:

• Satisfactory performance against agreed objectives and job responsibilities
• Adherence to [Company Name] policies and expected conduct
• Acceptable attendance and punctuality
• Completion of required training and compliance checks
• Effective collaboration within the team and with stakeholders

Confirmation Process

Managers will carry out at least one formal probation review meeting with the employee prior to the end of the probationary period. The review will include documented feedback, examples of performance, and any agreed development actions. The manager will make a recommendation to HR to confirm employment, extend probation, or take other action where appropriate. HR will record the outcome and notify the employee in writing of the decision and any next steps.

Timing and Extensions

Managers should schedule probation reviews with sufficient notice to allow meaningful discussion and any follow up. If performance or conduct requires further monitoring, probation may be extended for a defined period. Extensions must be reasonable, documented and communicated in writing, with clear objectives and timelines. Multiple extensions should be exceptional and require HR approval.

Documentation and Records

All probation reviews, meeting notes, performance records and confirmation decisions must be retained in the employee's personnel file. Managers must provide HR with completed review forms and supporting documentation used to reach the confirmation recommendation. Records will be maintained in line with [Company Name] recordkeeping practices.

Appeals and Reassessment

An employee who disagrees with a confirmation decision may request a review or reassessment in accordance with [Company Name] internal review procedures. Requests should be submitted to HR within the timeframe specified in the confirmation notification. HR will outline the review process and the expected timescales for completion.

Approval Process

Managers are responsible for conducting probation reviews, providing documented recommendations and initiating confirmation actions. HR is responsible for advising on process, reviewing documentation for completeness, and recording the final outcome. Exceptions to this policy, including extensions beyond the usual maximum or atypical confirmation terms, require written approval from HR and the relevant senior manager. Final confirmation notices are issued by HR after approvals are completed.

Non-Compliance

Failure to follow this policy may result in inconsistent outcomes and may lead to corrective action for managers who do not comply with required procedures. For employees, failure to meet confirmation criteria may result in probation extension, placement on a formal performance improvement plan, or termination of employment. All decisions will be handled professionally and in line with other applicable HR policies.

Note

This policy may be updated from time to time to reflect operational needs and best practice. Employees should contact HR if they need clarification or have questions about how the policy applies to their circumstances. For further information speak to your manager or HR representative.