A passed probation letter is intended to be used by HR professionals and managers to notify employees that they’ve successfully completed their probation period at their new employment. Probationary periods are a set amount of time an employer can end a new employee’s contract for any reason, giving the employer an opportunity to assess the employee’s suitability, skills and how they fit into the working environment. Probationary periods are subject to the regulations in your country, so ensure you get legal advice before putting them in place. Download the Successful Passed Probation Letter Template now.

Disclaimer: The information in this template is current as at 25th February 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The views expressed in this template are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. The Information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising either directly or indirectly as a result of reliance on, use of or inability to use any information provided in this template. You should undertake your own research and to seek professional advice before making any decisions or relying on the information in this template.

What is a passed probation letter?

A passed probation letter is a formal notification from an employer to an employee, confirming that they have successfully completed their probation period and are now a permanent member of the team.

When do you send out a passed probation letter?

It is standard practice for employers to provide written confirmation to an employee that they have successfully passed their probation period. Typically, the employee’s line manager will meet with them to confirm the successful completion of their probation and then follow up with a formal passed probation letter. This letter serves to officially notify the employee that they have successfully completed their probation period.

How to write a passed probation letter

So what exactly goes into writing a successfully passed probation letter? Here’s what to include:

• Probation completion date: Specify the date their probation period ended.
• Confirmation of success: Clearly state that they have successfully passed their probation.
• Congratulations: Acknowledge their achievement and welcome them as a permanent team member. You can also highlight any standout moments from their probation period.
• Length of service: Confirm that their probation period counts toward their overall length of service.
• Next steps: Express enthusiasm about the future and outline what’s next in their journey with the company.

When writing a passed probation letter, keep the tone friendly and approachable, especially if your workplace culture is informal. Avoid overly formal language to make the letter feel more personal and engaging. For a quicker and easier process, download our free pass probation letter template!

Things to consider when creating a passed probation letter

• Clarity and professionalism: When writing a passed probation letter, clearly state at the beginning of the letter that employee has successfully passed probation.
• Tailor it: Address the employee by their full name and use appropriate titles. Acknowledge specific qualities that the employee has expressed and make the letter personal to them.
• Positive feedback: Include positive examples of times where employees have made valuable contributions and highlight any key strenghts.
• Future expectations: Include potential opportunities for future growth.
• Administration tasks: Explain any next steps that will happen.
• Encouragement: Encourage the employee to continue striving for excellence.
• Close the letter on a positive note: Reiterate any positive messaging and express excitement about the employee’s journey.

Always remember to proofread your passed probation letter and regularly review it to ensure it is still relevant and up to date.

How Employment Hero can help

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