Confirmation of Permanent Employment Notice (本採用通知書)
Confirms that an employee has successfully completed the probation period and is now a permanent (本採用) employee. Records the probation end date and any conditions that change at confirmation.
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The bilingual Confirmation of Permanent Employment Notice generator (Japanese / English preview, inline editing, PDF export) is in development. In the meantime, the explainer below covers when to issue this notice, what to include, and the legal basis. The structure mirrors how the live generator will ask for input.
Official sources
This template is built on the following primary Japanese government sources. Open each link to verify the underlying rule against the issuing authority.
- e-Gov 法令検索 - Labor Standards Act, Article 15 Statutory basis for written notice of working conditions at the time of hire and at any subsequent change.
- MHLW (厚生労働省) - Model labor conditions notice (労働条件通知書) Official MHLW model template for the labor conditions notice. Useful as the structural reference any in-employment notice cites back to.
Reference
What the Confirmation of Permanent Employment Notice (本採用通知書) is
A confirmation of permanent employment notice (本採用通知書) is the formal document the employer issues at the end of a successful probation period to confirm the employee's transition to permanent (regular) status. While not strictly required when the employee remains on the same conditions, it is the cleanest way to mark the date the easier-dismissal probation regime ends and the full Article 16 LCA dismissal protection begins.
When to use
When to issue this notice
- Standard practice at the end of any successful probation period
- When working conditions change at confirmation (e.g. probation salary becomes regular salary)
- When the employee moves from a probation-only role description to a confirmed role with full responsibilities
- Whenever you want unambiguous dating of the start of permanent-employee dismissal protection
Mandatory items
What to include in the notice
- Probation start and end dates
- Confirmation date (= the day after probation ends)
- Any conditions that change at confirmation: salary, allowances, role, reporting line, work hours
- Reaffirmation of conditions that remain unchanged
- Notice of the start of permanent-employee dismissal protection
- Reference to the original employment contract and work rules that govern from confirmation onward
- Employee acknowledgement signature line
Legal basis
Legal background and constraints
Confirmation of permanent employment is not separately regulated by statute. It is treated as the moment when the conditional employment relationship of probation transitions to a fully regulated permanent employment relationship under the Labor Contract Act and Labor Standards Act. From the confirmation date forward, dismissal becomes subject to Article 16 LCA's reasonableness-and-social-acceptability standard, and any later non-confirmation cannot rely on the easier probation dismissal standard.
Frequently asked
Common questions about the Confirmation of Permanent Employment Notice
Is a confirmation notice legally required?
Not strictly required by statute. However, if any working conditions change at confirmation, the change must be communicated in writing under Article 15 LSA. And even where no conditions change, a written confirmation is the cleanest way to date the end of probation and the start of permanent-employee dismissal protection.
What happens if the employer doesn't issue a confirmation notice?
Silent passage of the probation end date is generally treated as automatic confirmation. The employee transitions to permanent status by default. Issuing the notice is best practice but skipping it does not stop confirmation from occurring.
Can compensation change at confirmation?
Yes, if the original contract anticipated different compensation post-probation. Common pattern: a slightly lower probation salary that increases at confirmation. The increase is favorable to the employee and uncontroversial. A decrease, conversely, would require explicit consent and is rarely seen in practice.
What if the employer wants to NOT confirm the employee?
Non-confirmation must be communicated before the original probation end date. Even though probation gives the employer easier dismissal grounds than full permanent status, non-confirmation still requires an objective and reasonable basis tied to the employee's actual performance during probation. Use a separate non-confirmation notice for this; this template is for the affirmative case.
Does the employee gain any new rights at confirmation?
Mainly stronger dismissal protection under Article 16 LCA. Other entitlements (paid leave, social insurance, bonus eligibility) are typically already accruing during probation, since probation is a full employment relationship for those purposes. Confirmation is mainly a status marker for dismissal-standard purposes.
Important. This template is provided for general planning purposes only and is not a substitute for professional advice. Japanese employment law is complex and case-specific. Before issuing this notice in any non-routine situation, consult a Certified Social Insurance and Labor Consultant (社会保険労務士) or a qualified labor lawyer (弁護士).