MAKE YOUR FREE Probation Letter

Making a Probation Letter online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.

To make your Probation Letter you will need the following information:

Party details

• The employer’s details (ie legal structure, name and address).

  • If the employer is a company, partnership or LLP, who will sign the Probation Letter on its behalf?

• What are the employee’s details?

Probation period

• For how long was the employee on probation?

• With regards to the probationary period:

  • Has the employee passed their probationary period successfully? If so, what is the date of the employee's employment contract?

  • Does the employee’s probationary period need to be extended? If so, for how long will the probation period be extended? Who is the employee’s line manager?

  • Has the employee not passed their probationary period successfully? If so, on what date will the employee's employment end?

Date

• On what date will the Probation Letter be sent?

Probation Letters are used to inform employees of the outcome of their probation period. To do this, this Probation Letter template covers:

Sender and recipient details

The start of the Probation Letter provides details of the employee and employer, to ensure that is delivered to the right person.

Private and confidential: for the addressee only

The body of the Probation Letter provides details of the outcome of the employee’s probation period. 

If the employee passed their probation period, the Letter explains that the probation period has been passed successfully. It also sets out that the terms of the employment contract will continue to apply, apart from any terms relating to probation periods.

If the probation period is being extended, the Letter will set out by how many months it is being extended. It explains that this is due to the employee’s performance (which should have been previously discussed with their manager) and highlights that further steps (eg dismissal) may be taken if the employee’s performance doesn’t improve.

If the probation period has not been passed, the Letter sets this out and provides an employment end date.

If you want your Probation Letter to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Probation Letter for you, to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.

Make sure you can extend the probation period

A probation period can typically only be extended if the employment contract allows for it. Before seeking to extend an employee’s probation period you should check their employment contract to see if you can do this.

Consider whether extending a probation period is advantageous

Extending an employee’s probation period allows the employee more time to improve their performance. This can help them demonstrate competence in the full range of duties and required behaviours. As an employer, extending someone’s probation period may be advantageous as you do not need to invest more time and money in finding a replacement.

Remember to handle dismissals after a probation period fairly

Employees on their probationary period can be exempt from the full protection of your dismissal procedure. However, probation period dismissals should still be handled fairly and reasonably, and it is advisable to follow your standard Disciplinary procedure. Doing this helps protect your business from claims such as automatic unfair dismissal claims. For more information, read Probation periods and consider following our Dismissal checklist when dismissing staff. 

Understand when to seek advice from a lawyer

Ask a Lawyer:

• if this document doesn’t meet your need

• for employees based outside England, Wales and Scotland