A Confirmation Letter is an official document issued to an employee upon successful completion of the probation period, formally confirming their employment with the organisation. This article provides a ready-to-use Confirmation Letter template with the relevant placeholders for use in HRStop.
Before You Begin
Before setting up the Confirmation Letter template, ensure the following:
- The document template (.docx file) is prepared with the required placeholders enclosed in double curly brackets {{ }}
- The employee’s Confirmation Date and Probation Period are updated in the system before generating the letter
- You are familiar with how to upload a template. Refer to: Adding a Document Template
- You understand how placeholders work. Refer to: Using Customer Keys (Placeholders) in Document Templates
Navigation Path: Control Panel → Forms/Policies → Document Templates → Add New
Sample Confirmation Letter Template
Download the sample Confirmation Letter template prepared with the correct placeholders. Use this as a reference to prepare your .docx file before uploading it to HRStop. [Download sample of ConfirmationLetter]
The template follows this structure:
- Date (right-aligned)
- Employee name, designation, and department
- Subject line
- Confirmation of employment with probation period, joining date, designation, department, organisation, and confirmation date
- Closing statement and authorised signatory
Placeholders Used in a Confirmation Letter
A Confirmation Letter uses only predefined System Keys — no formula-based custom keys are required.
| Placeholder | Description |
|---|---|
| {{Employee.Name}} | Full name of the employee |
| {{Employee.Designation}} | Designation of the employee |
| {{Employee.Department}} | Department the employee belongs to |
| {{Employee.DateOfJoining}} | Date the employee joined the organisation |
| {{Employee.ProbationPeriod}} | Duration of the probation period in days from the date of joining |
| {{Employee.ConfirmationDate}} | Date from which the employment is confirmed |
| {{Company.OrganisationName}} | Name of the organisation |
| {{Today's.Date}} | Date on which the document is generated |
Generating the Confirmation Letter
- Single Employee: To generate the Confirmation Letter for an individual employee, refer to: Generating a Document
- Multiple Employees: To generate Confirmation Letters for multiple employees simultaneously, refer to: Generating Documents in Bulk
Where It Reflects
Once generated, the Confirmation Letter is available based on the document generation options selected:
- Downloaded directly to the user’s device
- Stored in the employee’s document folder (if Save to Employee Document Folder is enabled)
- Published for employee access (if Publish to Employee is enabled)
Important Notes
- Ensure the employee’s Confirmation Date and Probation Period are updated in the system before generating the letter. These placeholders will remain blank if the values have not been recorded.
- The {{Employee.ProbationPeriod}} key reflects the number of days configured in the system from the date of joining.
- Preview the document before final generation to verify all values are correctly populated. Refer to: Previewing a Document Before Generation
- Password protection can be enabled for the generated document if required. Refer to: Enabling Password Protection on Generated Documents
Related Articles
- Document Templates: Overview
- Adding a Document Template
- Using Customer Keys (Placeholders) in Document Templates
- Generating a Document
- Generating Documents in Bulk
- Setting Up an Appointment Letter Template with CTC Salary Breakup
- Setting Up a Relieving Letter Template
- Setting Up an Experience Letter Template
- Enabling Password Protection on Generated Documents