Probation Review Letter Templates

Use these templates to communicate probation outcomes clearly.

Probation Passed Letter

---

[Company Name] [Company Address]

[Date]

[Employee Name] [Address]

Dear [Employee Name],

Successful Completion of Probationary Period

I am pleased to confirm that you have successfully completed your probationary period.

Confirmation

Your probationary period commenced on [start date] and was due to end on [date]. Following a review of your performance, I am delighted to confirm that you have met the standards required and your employment is now confirmed as permanent.

Your Performance

During your probation, you have [positive comments, e.g.]:

• Quickly learned and applied the skills required for your role
• Demonstrated a positive attitude and commitment
• Built effective working relationships with colleagues
• [Specific achievements]

Terms of Employment

As your probation has concluded:

• Your notice period is now [X] weeks/months as stated in your contract
• [Any other changes to terms that apply post-probation]
• All other terms of your contract remain unchanged

Continued Development

While you have met probation requirements, we are committed to your continued development. [Manager name] will continue to hold regular one-to-ones with you to support your progress.

Congratulations on successfully completing your probation. We look forward to your continued contribution to [Company Name].

Yours sincerely,

[Name] [Job Title]

---

Probation Extended Letter

---

[Company Name] [Company Address]

[Date]

Private & Confidential

[Employee Name]

Dear [Employee Name],

Extension of Probationary Period

Following our meeting on [date], I am writing to confirm that your probationary period will be extended.

Current Position

Your probationary period was due to end on [date]. Having reviewed your performance, I have decided to extend your probation by [X] weeks/months.

Extended Period

Detail	Information
Extension period	[X] weeks/months
New probation end date	[Date]
Review meeting	[Date]

Reasons for Extension

The extension is necessary because [be specific]:

• [Area 1 where improvement needed, e.g., "Your product knowledge needs to develop further before you can work independently"]
• [Area 2, e.g., "Time management and meeting deadlines requires improvement"]
• [Area 3 if applicable]

Objectives During Extended Period

During the extended probation, you need to:

Objective	Success Measure	Support Provided
[Objective 1]	[How measured]	[Training/support]
[Objective 2]	[How measured]	[Training/support]
[Objective 3]	[How measured]	[Training/support]

Support

To help you succeed, we will:

• [Support measure 1, e.g., additional training]
• [Support measure 2, e.g., weekly check-ins with manager]
• [Support measure 3, e.g., buddy support]

Meetings

We will meet on [dates] to review your progress. If you have any concerns or need additional support, please raise these at these meetings or contact me at any time.

Outcome

At the end of the extended period, I will review your performance again. The possible outcomes are:

• Probation passed - employment confirmed
• Further extension (if contractually permitted and warranted)
• Termination of employment

Notice Period

During the extended probation, the probationary notice period of [X] week(s) continues to apply.

I want to be clear that this extension is an opportunity for you to demonstrate improvement and meet the required standards. I believe you can succeed with the right focus and support.

Please sign and return the attached copy of this letter to confirm your understanding.

Yours sincerely,

[Name] [Job Title]

---

Acknowledgement

I acknowledge receipt of this letter and understand the terms of the extension.

Signed: _________________________ Date: _____________

---

Probation Failed Letter

---

[Company Name] [Company Address]

[Date]

Private & Confidential

[Employee Name]

Dear [Employee Name],

Termination of Employment During Probationary Period

Following our meeting on [date], I am writing to confirm that your employment with [Company Name] will terminate during your probationary period.

Decision

Your probationary period was due to end on [date]. Having carefully reviewed your performance and our discussions, I have concluded that you have not met the standards required for the role of [Job Title].

Reasons

Despite the support and feedback provided, you have not achieved the required standards in the following areas:

• [Area 1 - specific concern]
• [Area 2 - specific concern]
• [Area 3 - specific concern]

[If extension was given:] Following the extension granted on [date] and the additional support provided, these concerns remain.

Notice

In accordance with your contract, your probationary notice period is [X] week(s). [Choose one]:

• Your last day of employment will be [date]
• You will receive payment in lieu of notice. Your employment terminates today, [date]
• You are not required to work your notice period but will be paid to [date]

Final Pay

Your final pay will include:

Element	Amount
Salary to [date]	[Amount]
Notice pay (if PILON)	[Amount]
Accrued holiday	[X] days

Payment will be made on [date].

Company Property

Please return all company property by [date], including [list items].

Right of Appeal

You have the right to appeal against this decision. If you wish to appeal, please write to [Name, Job Title] within [5] working days of this letter, stating the grounds for your appeal.

Reference

The Company will provide a factual reference confirming dates of employment and job title on request.

Yours sincerely,

[Name] [Job Title]

---

Probation Review Meeting Invitation

---

Dear [Employee Name],

Probation Review Meeting

Your probationary period is due to end on [date]. I would like to invite you to a review meeting to discuss your performance during probation.

Meeting Details

Detail	Information
Date	[Date]
Time	[Time]
Location	[Room]
With	[Manager name]

Purpose

At this meeting, we will:

• Review your performance against the objectives set at the start of your employment
• Discuss your training and development
• Confirm whether you have successfully completed probation
• Set objectives for the coming period

Preparation

Please come prepared to discuss:

• Your achievements during probation
• Any challenges you have faced
• Your development needs
• Any questions about your role or the Company

If you have any questions before the meeting, please contact me.

Yours sincerely,

---

Key Points

Outcome	Notice Period	Letter Required
Passed	Changes to full contractual	Good practice
Extended	Probation notice continues	Essential
Failed	Probation notice (often 1 week)	Essential