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Probation Confirmation Letter Template

A probation confirmation letter tells an employee that their probationary period is over, their performance was satisfactory, and they are now confirmed in the role on any revised terms that apply. Employers send it at or shortly after the end of probation, once a manager has reviewed the employee's performance and decided to continue the employment.

Last updated

Send this letter once you have decided to keep an employee on after their probationary period, to give them a clear, positive record of the decision. It is a good moment to acknowledge specific wins from their first months and to flag what the next review cycle will look like.

01 Copy & adapt — replace every [placeholder]

Greeting & Confirmation

[COMPANY NAME]

[TODAY'S DATE]

Dear [EMPLOYEE FIRST NAME],

I am pleased to confirm that you have successfully completed your probationary period with [COMPANY NAME], effective [PROBATION END DATE].

You are now confirmed in the role of [JOB TITLE], reporting to [MANAGER NAME].

Performance Recognition

Your performance during the probationary period was reviewed against [CRITERIA / GOALS SET AT THE START], and we are satisfied with your progress.

In particular, we want to recognise: [SPECIFIC EXAMPLE OF STRONG WORK OR CONTRIBUTION].

Your manager, [MANAGER NAME], will share fuller feedback from your probation review in your next one-to-one.

Thank you for the effort you've put in since joining us.

Revised Terms

Your terms of employment from [CONFIRMATION DATE] are: [SALARY, IF REVISED], [BENEFITS, IF CHANGED], [NOTICE PERIOD, IF IT CHANGES UPON CONFIRMATION].

Any probationary conditions noted in your original offer or contract no longer apply from this date.

If your benefits package changes on confirmation, such as [HEALTH COVER / LEAVE ACCRUAL], the details are set out separately.

All other terms of your employment contract remain unchanged unless stated above.

Looking Ahead

Your next performance review is scheduled for [NEXT REVIEW DATE].

We'll continue to check in regularly - your manager will confirm the usual cadence with you.

This is also a good time to talk about goals for your next few months, if you'd like to.

We're glad to have you confirmed as part of the team.

Sign-off

Please sign below to acknowledge receipt of this letter.

Warm regards,

[SIGNATORY NAME], [SIGNATORY TITLE], [COMPANY NAME]

Acknowledged by: ______________________ Date: ____________

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02 In practice

How to use this template

  1. Confirm with the employee's manager that performance during probation was genuinely satisfactory before you draft this letter.
  2. Name a specific contribution or win from the probation period rather than a generic compliment.
  3. Update salary, benefits or notice period only if something is actually changing at confirmation - otherwise say terms remain unchanged.
  4. Set a real date for the next review so confirmation doesn't read as the end of feedback altogether.
  5. File the signed acknowledgement with the employee's original offer and contract so the record of the full journey is in one place.

Tips

Make this letter genuinely warm - it's one of the few purely positive documents an employee receives, so don't let it read like a form. Be specific about what went well during probation instead of a blanket 'good job', which tells the employee little. If nothing about pay or benefits is changing, say so directly rather than leaving the section blank and inviting questions. Send this promptly once the decision is made - a delayed confirmation letter can make an employee anxious for no reason. Check what your local rules say about probation length and confirmation before finalising the wording, since expectations here vary by jurisdiction.

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FAQ

Probation Confirmation Letter Template — FAQs

When should a probation confirmation letter be sent?
As soon as possible after the probationary period ends and a manager has decided to continue the employment. A delay can leave an employee wondering whether their status has quietly become a problem, so send it promptly once the decision is made.
Does confirmation change an employee's terms automatically?
Only if you say so. Some employers revise salary, benefits or notice period at confirmation; others keep everything exactly as it was during probation. State clearly in the letter which of these applies so the employee isn't left guessing.
What if performance was only partly satisfactory?
If there are real concerns, a straight confirmation letter isn't the right document - consider an extension instead, with specific expectations and a new review date, so the employee has a genuine chance to close the gaps you've identified.
Should this letter mention future performance reviews?
It helps to name the next review date so the employee knows feedback continues after confirmation rather than stopping altogether. It also signals that confirmation is a milestone, not a finish line.
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