Completed probation period letter: Guide and template

Navigating the end of a new hire’s probationary period can be complex. This comprehensive guide simplifies the process, offering a clear overview of what a probation period entails and why a completed probation letter is a crucial tool for both compliance and employee engagement. Use the included template to save time and confidently mark this important milestone.

What is a pass probation letter?

A probation letter confirms that your employee has successfully completed their probationary period and is now continuing in their role. It’s a short, formal document with significant impact for your employee who will be looking for reassurance.A pass probation letter does four key things:

• Marks the end date of the probationary period
• Confirms the employee’s ongoing role
• Highlights how they’ve met performance expectations
• Sets out what comes next, like goals, training or new benefits

It’s a key compliance record and a trust-building moment for your new hire. Luckily, you don’t have to spend hours drafting one, grab our probation letter template and tailor it with your company’s specifics.

What is a probation period?

A probation period usually runs 3–6 months and gives both you and your new hire time to make sure the role, performance and cultural fit are all on track. While it’s a trial period, employment standards still set baseline rules around termination and notice, and those rules can affect your timelines.

In Ontario, for example, the Employment Standards Act does not define probation. Instead, minimum notice obligations generally begin after three months of continuous employment; before that threshold, the ESA does not require statutory notice of termination. That three month threshold is often treated as the standard probation in Ontario, although your contract can specify a different length, provided it never undercuts minimum standards.

British Columbia courts, meanwhile, have emphasized that employers must act in good faith when assessing suitability during probation. Importantly, termination decisions still require a fair process and honest, reasonable assessment.

It’s important to remember that probation doesn’t negate your legal duties. Human rights and safety laws and discrimination laws apply from day one. Employees should feel supported and treated fairly, even while they’re still proving themselves in the role.

When do you send a passed probation letter?

Once you’ve had that final check-in and decided to confirm your employee, aim to send the letter the same day so there’s no confusion, and your employee gets the good news right away. Best practice is to issue it on or before the completion date stated in the employment agreement. Aim to:

• Hold your final check-in 1–2 weeks before the end date;
• Make the decision and communicate it within 48 hours;
• Issue the probation letter the same day, logging it in your HRIS file.

In most areas, if you allow the employee to work well past the stated completion date without communicating a decision, a court may infer confirmation.

What to include in a passed probation letter

The letter should be short, precise and documented in the employee’s file. Use this checklist as your structure:

Component	Why it matters	Compliance and tone tips
Company header	Confirms identity (“insert company name”)	Match the legal entity on the contract (“insert company” if your group uses multiple entities).
Date and completion date	Fixes the decision point	Use the same calendar date as your contract; avoid ambiguity if the review meeting occurred earlier.
Employee details	Links to the right person	Include full name, role (“insert job title”), employee ID if applicable.
Confirmation statement	The key outcome	Say “you have successfully completed your probation” or “your probation has been successfully completed”.
Performance summary	Shows they meet performance expectations	Cite 2–3 concrete achievements; keep it factual, this is also a nice way to make the employee feel valued.
Ongoing terms	Removes uncertainty	Confirm status (permanent/indefinite), manager, work pattern, location/hybrid.
Pay and benefits	Closes common questions	State any change dates (benefits eligibility, salary step, RRSP match, insert number days vacation, probation-linked premiums ending).
Expectations and goals	Maintains momentum	Set the next review cycle and 90-day objectives to keep growth on track.
Sign-off	Professional close	Include name/title of the authorized signatory and a place for employee acknowledgement (if your policy requires it).

Prefer a fill-in-ready version? Download our completed and editable probation period letter template.

Probation and notice triggers in Canada

Here’s where it gets a bit more technical, probation rules aren’t identical across provinces. We’ve broken down the key triggers for you, but always check your own contracts and the latest legislation.

Jurisdiction	Statutory notice trigger (individual terminations)	Practical probation takeaway
Federal (Canada Labour Code)	Graduated notice applies after 3+ months continuous employment (minimum 2 weeks; increases with service). Unjust dismissal protections after 12 months for many non-union roles.	For federally regulated employers, if you terminate after 3 months without cause, expect at least the Code’s notice or pay in lieu; be mindful of unjust dismissal after 12 months.
Ontario	ESA minimum notice generally begins after 3 months ; ESA does not define “probation.”	Use clear contractual clauses, don’t assume a default probation. Human rights and safety laws still apply.
British Columbia	Minimum notice generally required after 3 consecutive months; courts require good-faith suitability assessments during probation.	Keep notes of coaching and feedback.
Alberta	Commonly treated as no minimum notice if employed ≤90 days, then graduated ESA notice.	Contracts often set 3–6 months’ probation, but minimum standards still apply. Always verify current thresholds.
Québec	Minimum notice generally owed after 3 months of uninterrupted service under the Act respecting labour standards.	Document suitability and accommodation steps.
Manitoba	Statutory notice typically begins after 30 days of service; then graduated.	Avoid treating “first 3 months” as notice-free; MB triggers earlier than many provinces.
Saskatchewan	Minimum notice generally begins after 13 weeks .	Align your probation length and decision date with the 13-week trigger.
New Brunswick	Minimum notice is often triggered after 6 months continuous employment .	Longer threshold, decide by your contractual completion date.
Prince Edward Island	Notice thresholds have been in flux; employers should verify current rules (recent updates/interpretations).	Double-check PEI standards before acting.

Store your signed contract, reviews and probation letter in your HRIS. Under federal guidance, many employers must retain employment records for at least 36 months after termination, though provincial rules can vary.

How to stay fair with extension or non-pass decisions

Sometimes you’re not ready to make a final call at the end of probation. If you need more time, use a short written extension (say 30–60 days) with clear goals and support in place. Avoid leaving it open-ended, as that only creates uncertainty.

When you extend, explain what you’re looking for and why. The goal is to show the employee they’re being given a fair chance, not dragged through a never-ending performance review.

If you decide on a non-pass, even where the law doesn’t require notice, make sure the process is fair. Document your reasons, link them to the role requirements, and confirm that the decision isn’t tied to any protected ground. Accommodation should always be considered before moving forward.

Human rights, safety and privacy

Decisions at the end of probation must never be based on protected grounds like disability, family status or religion. The duty to accommodate applies just as much during probation as it does afterward. And occupational health and safety, along with anti-harassment protections, apply from the very first day on the job.

When you collect and store performance data, follow PIPEDA principles (purpose, consent/knowledge, safeguards, access), keep only what you need for as long as needed. You have a duty to protect it appropriately.

Documentation toolkit (what to keep on file)

Document	Purpose	Retention hint
Signed employment agreement / offer	Establishes the agreed probationary period and terms	Many employers keep key records 36+ months after termination (federal minimum), always check your jurisdiction.
Onboarding plan and training logs	Shows the employee had a fair runway to succeed	Helps meet the “good-faith assessment” standard (especially in BC).
Mid-point and pre-decision reviews	Evidence of coaching and progress	Store securely under your privacy policy (PIPEDA).
Final decision and probation period letter	Confirms outcome and terms	Standardize via our completed probation period letter template.

Bringing it together

Passing probation is a milestone worth celebrating, for both you and your employee. Mark it with a clear, well-worded probation period letter that recognizes the employee’s contributions, confirms their status and sets the tone for the next chapter.

You don’t need to start from a blank page, download our probation letter template and tailor it with your company name, job title, completion date and the achievements that show they meet performance expectations.