CosmicCues (OPC) Private Limited
Employment, Probation, and Confirmation Policy
Policy Number: HR-POL-001
Version: 1.0
Effective Date: 27 August 2025

1. Purpose

This policy outlines the framework for initiating employment at CosmicCues (OPC) Private Limited ("the Company"). It details the issuance of a formal Appointment Letter and governs the probationary period for new employees, including the process for performance review and confirmation of service. The goal is to ensure clarity, consistency, and full compliance with the laws of India and the state of Karnataka.

2. Scope

This policy applies to all prospective and new full-time employees of the Company.

3. The Appointment Letter (Employment Contract)

The Appointment Letter is the foundational legal document that formalizes the employment relationship.

3.1. Mandatory Issuance

In compliance with Section 6A of the Karnataka Shops and Commercial Establishments Act, 1961, the Company will issue a formal Appointment Letter, in the format prescribed under 

Form Q of the Karnataka Shops and Commercial Establishments Rules, 1963, to every employee on or before their date of joining. This document, signed by both the Company and the employee, constitutes the contract of employment. Failure to use the prescribed form is a direct statutory violation.



3.2. Key Contents

The Appointment Letter will clearly state the primary terms and conditions of employment, including but not limited to:

Job Title and Designation

Date of Joining

A brief description of Job Responsibilities and Duties

Place of Work (Bengaluru, Karnataka)

Work Hours and Days

Compensation Structure (including salary, allowances, and other benefits)

Probation Period (duration and terms)

Leave Entitlements

Clauses on Confidentiality, Data Protection, and Intellectual Property (IP) Ownership

Notice Period for separation (during and after probation)

Reference to the Company’s Code of Conduct and other key policies

3.3. Reference to Grievance Redressal

The Appointment Letter will also contain a reference to the employee's right to approach the Company's formally constituted Grievance Redressal Committee (GRC) for the resolution of any workplace grievances, as required by the prevailing notifications issued by the Government of Karnataka for IT and Startup establishments. This is essential to demonstrate compliance with the conditions for exemption from the Standing Orders Act.


4. Probation and Confirmation

All new employees join the Company on a probationary basis to ensure a mutual fit between the employee's skills and the role's requirements.

4.1. Duration of Probation

Unless otherwise specified in the Appointment Letter, the standard probationary period for new employees is Six (6) months from the date of joining.

4.2. Performance Review During Probation

Regular Feedback: Managers are expected to provide continuous feedback and guidance throughout the probation period.

Mid-Probation Review: A formal check-in will occur at the 3-month mark to discuss progress, strengths, and areas for improvement.

Final Review: A final performance review will be conducted approximately two weeks before the end of the probation period. This review will assess performance against the set goals and expectations.

4.3. Confirmation of Employment

Successful Probation: Upon successful completion of the probation period and a satisfactory final review, the employee's service will be confirmed in writing via a Confirmation Letter.

4.3.1. Confirmation in Writing
Confirmation of employment is not automatic. An employee shall be considered confirmed in their role only upon receiving an official Confirmation Letter from the Company. Unless such a letter is issued, the employee shall be deemed to continue on probation, even if the initial period has expired, until a final decision is communicated in writing.

Effect of Confirmation: Once confirmed, the employee is considered a permanent employee and becomes entitled to all benefits as applicable. The notice period for separation will be as stipulated for confirmed employees in the Termination and Separation Policy (HR-POL-009).

4.4. Decision on Unsatisfactory Performance
If an employee's performance is not satisfactory by the end of the six-month probation period, the Company will, at its sole discretion and based on the final performance review, decide on one of two courses of action:

Termination of Employment: The Company may choose to terminate the employment by providing the requisite notice as per Section 4.5.

Offer of an Alternate Role: In exceptional cases, the Company may offer the employee an alternate role for which they may be better suited, under mutually agreed-upon terms.

There will be no extension of the probationary period beyond the initial six months.

4.5. Separation During Probation

If an employee's performance is found to be unsatisfactory, or if there is a misconduct or lack of cultural fit, the Company may choose to terminate the employment at any point during the probation period by providing the requisite notice.

Similarly, an employee may choose to resign during their probation by providing notice.

The notice period applicable during probation will be Fifteen (15) Days for either party, unless specified otherwise in the Appointment Letter and as governed by the Termination and Separation Policy (HR-POL-009).

5. Policy Review

CosmicCues reserves the right to amend or withdraw this policy at any time based on business needs and changes in applicable legislation.