Probation Period Letters

Probation periods are an excellent opportunity for employers to help integrate new employees into the workplace. However, they also give employers the opportunity to assess the individual and their suitability within the company. 

Below are some Top Tips for managing probation: 

• Include probation details in the contract of employment, specifically stating the right to extend the probation and/or dismissing an employee during their probation. 
• Clarify any different terms and conditions of employment that apply during probation, e.g. some benefits may not be available until completion of probation, the Disciplinary and Grievance Procedures may not apply. This should generally be stated in the contract of employment. 
• Provide the employee with a clear job description.
• Carry out an Induction Process. The induction process should start on the employee’s first day. Induction will give them clear guidance on their role, their role within the organisation and appropriate training where appropriate. A detailed Induction Checklist can be found here.
• Provide training, particularly on in-house procedures and processes
• Hold regular update meetings with the employee. Continuously monitor their performance throughout the probation. This will allow you to detect any weakness early on and take suitable remedial action to assist the employee. Don’t leave it to the week before the probation is up to meet with the employee. 
• Confirm your intentions with regard to the continuation of the probationary period before the planned expiry. The employee should never be surprised with the probation outcome, there should be regular discussions throughout the probation. 

Whatever the outcome, a letter should be sent to the employee confirming the result of their probation. Below are template letters:

• Letter to confirm successful of completion of probation
• Letter to confirm probation period extension
• Letter to confirm unsuccessful completion of probation

 This sample document has been prepared as a guide for employers. Employers should adjust the content to suit their own requirements and/or seek further advice where necessary.

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