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Upon completion of probationary period / extended probation period, if an employee is not performed up to the Management’s expectation on the position offered, even though sufficient guidance have been given (must be supported by proper documentation), instead of termination, the Management may offer the employee another suitable position, perhaps a lower position (if there is any). The below is an example of non-confirmation and downgrading letter given to an employee who is under performed in his position:

<Ref. No.>

<Date>

<Name>

<Designation / Department>

Dear <Name>,

Confirmation Status

We are evaluating your initial performance for the recent <number of> months since your commencement date on <date>, which the first evaluation has been done in <date>. In the first evaluation, your probation period has been extended and your weakness as a <position> has been highlighted to you in our letter dated <date> (our ref.). You were required to improve your areas of weakness including but not limited to, understanding of your role and job responsibilities as a <position>, as well as your <spell out other related knowledge or skills>.

You were also given a guidance report whereby guidance was given on your every single job responsibilities as a <position>. You were given another <number of> months to show improvement and competency as a <position>.

However, the Management notices that during this guidance period <duration>, you have not demonstrated satisfactory on "average" as a <position>, especially in the areas which were highlighted earlier (as enclosed guidance reports accessed by your immediate superior), as follow:

<spell out the incompetencies in point form>

The above weaknesses show your incompetence as a <position>, generally can be concluded as "poor" performance as a <position>. You are therefore not confirmed in your position as a <position>. According to Clause <clause> of the Staff Handbook, if an employee is not confirmed after his / her extended probationary period, his / her service with the Company shall be deemed terminated.

However, despite the above, in view of the technical skills that you possess, as well as your good working attitude, after due consideration, the Management propose to re-designate you as <new position> instead effective <date>, with no change in your remuneration package, simply take into consideration the economic and inflation factors (or with change, depends on Company>.

However, in order to be in line with the Company’s job grading system, your job grade has correspondently downgraded from <old grade> to <new grade>.

Please find your new job responsibilities in the attached appendix.

The Management hopes that you would take this opportunity to improve your areas of weaknesses and equip yourself with necessary skills for your future career advancement.

Thank you.

Yours sincerely,

<Signatory>

**************************************************

Acceptance

I <name> (NRIC No.) do hereby acknowledge and accept the contents of this letter.

<Signatory>

<Date>