PeopleMuster

Probation confirmation letter

Confirmation letters close the probation period and move someone onto permanent terms. Leave, notice and often benefits all change on the same day.

Heading
[COMPANY NAME]
Date: [DATE]
To: [EMPLOYEE NAME], [JOB TITLE]
Employee ID: [EMPLOYEE ID]
Subject: Confirmation of employment

The decision
Dear [EMPLOYEE FIRST NAME],
Your probation period began on [PROBATION START DATE] and ends on [PROBATION END DATE].
Following a review with [MANAGER NAME] on [REVIEW DATE], your employment is confirmed.
Confirmation takes effect from [CONFIRMATION DATE].

Manager's summary
Strengths observed: [WHAT THE PERSON DID WELL]
Areas to keep developing: [WHERE TO GROW NEXT]
Goals for the next [GOAL PERIOD]: [AGREED GOALS]

What changes today
Notice period: moves from [PROBATION NOTICE] to [CONFIRMED NOTICE]
Leave entitlement: [CONFIRMED LEAVE DAYS] days per year
Benefits now available: [BENEFITS UNLOCKED ON CONFIRMATION]
Everything else in your appointment letter stays as it is.

Closing
Thank you for a strong first few months. We are glad you are here.
[MANAGER NAME]
[MANAGER TITLE]
Acknowledged: ______________  Date: ____________

Before you send it

  • Date the letter before the probation end date. A late confirmation is awkward for everyone.
  • Write the manager's summary in the manager's own words. HR boilerplate reads as indifference.
  • Spell out what changes on confirmation. Most people only learn later that their notice doubled.
  • If you are extending rather than confirming, use a different letter and state a new end date.
  • File the acknowledged copy with the appointment letter, not separately.

Questions people ask about this letter

What happens if nobody sends the confirmation letter?

In most organisations the probation lapses and the person is treated as confirmed anyway, which means their notice period changed without either side noticing. Send the letter. It takes ten minutes and closes the question.

Can a probation period be extended?

Often yes, if the original letter allowed for it and you tell the person before the end date. An extension needs a reason, a new end date and something specific to improve, otherwise it is just a delay.

Should the letter include performance feedback?

A short summary helps, because confirmation is a natural moment to set the next few goals. Keep it to a few honest lines. A confirmation letter is not a review document and should not try to be one.

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