Probation confirmation letter template

Letter A: confirmation

[Date]

To: [Employee name], [Employee ID], [Designation]

Subject: Confirmation of employment

Dear [Name],

You joined [Company name] on [Joining date] and have completed your probation of [number] months. Based on the review held on [Date] with [Manager name], we are pleased to confirm your employment as [Designation] with effect from [Date].

Your terms of employment remain as set out in your appointment letter dated [Date], except for the following: [Change in notice period, leave entitlement or benefits that apply after confirmation. Write 'None' if nothing changes.]

We value the work you have done so far and look forward to your continued contribution.

Letter B: extension of probation

Subject: Extension of probation

Dear [Name],

Your probation was due to end on [Date]. After the review held on [Date], we have decided to extend it by [number] months, to [New end date], so that we can see progress on the following:

1. [Specific goal or behaviour, with how it will be measured.]

2. [Specific goal or behaviour, with how it will be measured.]

Your manager will meet you every [fortnight] to review progress. A final decision will be shared with you by [Date]. All other terms in your appointment letter continue.

Letter C: not confirmed

Subject: Outcome of probation review

Dear [Name],

After your probation review held on [Date], we have decided not to confirm your employment. The reasons discussed with you were: [Reasons, matching the review notes].

As set out in your appointment letter, your notice period is [number] days, and your last working day will be [Date]. [Say whether notice is worked or paid in lieu, as per your appointment letter.] Your dues will be settled as per company policy, and details of the handover and the exit steps will be shared by HR.

We thank you for your time with us and wish you well.

Sign-off and acknowledgement

Yours sincerely,

[Name], [Title], [Company name]

Received: ______________________ Date: ____________

Notes for HR before you issue

• The review form and the manager's notes are on file and match the reasons in the letter.
• The employee was told the outcome in a conversation before receiving the letter.
• The dates agree with the appointment letter and with payroll records.
• A signed copy goes to the employee's file, and payroll is told of any change in terms.
• Notice, extension and non-confirmation rules vary by contract and state. Check with your legal adviser before issuing Letters B and C.