Successful passed probation letter template

Passing probation is a milestone worth celebrating. It’s an official recognition of your employee’s hard work, growth and value to the business. Use this successful passed probation letter template to make the moment memorable and professional. 

What is a passed probation letter?

A passed probation letter is a formal document confirming that an employee has successfully completed their probationary period. It serves as written evidence that the employer is satisfied with the employee’s performance, conduct and overall fit within the business.

In the UK, probation periods typically last between three and six months, though they can be shorter or longer depending on the employment contract. During this time, the employee’s performance and suitability for the role are assessed. Once they’ve passed, a document is issued to formally acknowledge their continued employment. This moment can be a big sigh of relief and cause for celebration for both employer and employee. 

A probation passed letter also acts as an employment confirmation letter after probation, confirming that the employee’s role is now permanent (unless otherwise specified). It becomes part of the employee’s HR record and helps avoid ambiguity.

What does it mean to pass probation at work?

Passing probation at work means that the employee has met the standards and expectations set out at the start of their employment. These typically include:

• Meeting performance goals.
• Adhering to company policies and values.
• Showing reliability, teamwork and commitment.

Once an employee completes their trial successfully, they may gain access to additional benefits, such as pensions, enhanced sick pay or private healthcare. The contract may also shift from a trial to a permanent arrangement.

A successful probationary period letter ensures that this important milestone is recognised in writing. It gives the employee confidence in their role and provides official proof of their employment status.

When should you send a probation passed letter?

Employers should issue the probation passed letter promptly, ideally on the final day of or immediately after the review meeting confirming the employee’s success.

The letter is typically sent by:

• The line manager.
• A member of the HR team.
• A business owner (in smaller organisations).

While verbal confirmation can be encouraging, written confirmation provides clarity and avoids misunderstandings.

How do you write a passed probation letter? (step-by-step)

Writing a passed probation letter doesn’t need to be complicated, but it does need to be clear, professional and supportive. Think of it as a formal recognition of the employee’s contribution so far and an official confirmation that their role is now permanent. 

Here’s how to do it step by step:

1. Include the probation end date

Start by clearly stating when the probation period officially ended. This ensures there’s no confusion about dates or timelines. 

For example:

“Your probationary period ended on the 31st of August 2025.”

This small detail provides legal clarity and creates a clear record in the employee’s file.

2. Confirm successful completion of probation

Make it explicit that the employee has successfully completed probation. Use confident, direct language so there’s no ambiguity. 

For example:

“We are pleased to confirm that you have successfully completed your probationary period.”

This line is the core purpose of the probation passed letter and gives the employee certainty about their employment status.

3. Clarify role continuity and next steps

Reconfirm the employee’s job title and explain what their role looks like beyond probation. You might also outline any new responsibilities, goals or performance expectations. 

For example:

“You will continue in your role as Marketing Coordinator, with a focus on supporting campaign planning and client communications. Over the next six months, we will also set development goals to help you progress within the team.”

This ensures the successful probationary period letter not only celebrates the achievement but also sets the tone for future performance.

4. Express gratitude and encouragement

Acknowledging the employee’s contribution is an important motivational step. Thank them for their hard work during probation and highlight qualities you’d like to see continued. 

For example:

“We greatly value the enthusiasm and reliability you’ve shown so far and we look forward to seeing you thrive in your permanent role.”

This recognition builds engagement and reinforces positive behaviours.

5. Confirm employment terms

If completion triggers new benefits, pay changes or a permanent contract, make sure these are mentioned, but keep it brief. A separate contract amendment may still be required. 

For example:

“Following the successful completion of your probationary period, you are now entitled to the company pension scheme and private health benefits.”

This avoids confusion and provides employees with clarity on any contractual updates.

6. End with a formal sign-off

Close the letter with a warm but professional sign-off, including the manager’s or HR representative’s full name, job title and signature. This formalises the document and ensures it can be kept in the employee’s HR records.

Tone and structure tips

A passed probation letter should strike the right balance between professionalism and warmth. While it is a legal and HR formality, it is also an exciting time for your employee and a great opportunity to celebrate their success and welcome them into their long term role. 

Due to this, it’s hard to know the correct tone to use. So here are some tips for getting it right: 

• Keep it professional yet supportive: The letter should maintain a formal business tone, but avoid sounding cold or impersonal. Use encouraging language that acknowledges the employee’s contributions and reassures them that they are a valued part of the team.
• Personalise the message: Always address the employee by name rather than using a generic salutation like “Dear Employee”. Where appropriate, reference specific achievements or positive behaviours demonstrated during the probation period. This makes the probation passed letter more meaningful and engaging.
• Be concise and clear: The letter should be short and to the point, usually no more than one page. Clearly confirm that the employee has successfully completed their probationary period and outline what this means for their ongoing employment. Avoid jargon or overly complex language, clarity builds confidence.
• Structure logically: A good probationary period letter doesn’t have to be complicated. In fact, it can follow a simple structure:
  1. Opening greeting.
  2. Confirmation of probation success and end date.
  3. Statement of continued employment or next steps.
  4. Closing remarks of thanks and encouragement.
  5. Signature and designation of the manager or HR representative.
• Express gratitude and encouragement:  Recognition goes a long way. A line such as “Thank you for your hard work and commitment during your probationary period” helps motivate the employee and strengthens engagement.
• Make it easy to customise: Whether you’re drafting one for a single employee or using a sample probation letter for employees across multiple teams, the template should be adaptable. Keep the core structure consistent but leave room for managers to add personal touches.

Why use this passed probation letter template?

Issuing a passed probation letter is an important HR responsibility that shouldn’t be overlooked. But don’t panic, it doesn’t need to be a time-consuming task. Using a professional, ready-to-use template ensures your letters are consistent, align with best practice, and easy to customise for every employee.

• Credibility you can trust: Our template has been created by experienced HR professionals and is fully aligned with UK best practices. That means it includes the right structure, tone and wording to meet legal and HR standards. By using a pre-approved format, you can be confident that your probation passed letter is both professional and compliant.
• Save time and reduce admin: Instead of drafting a letter from scratch each time an employee passes probation, you can simply adapt the sample probation letter for employees provided. This saves valuable HR and manager time, speeds up employee onboarding and reduces the risk of inconsistencies between teams.
• Ensure fairness and consistency: A standardised successful probationary period letter helps ensure that every employee receives the same recognition and clarity when they complete probation. This consistency strengthens company culture, promotes fairness and supports employee engagement.

In short, our passed probation letter template takes the guesswork out of the process, making it quicker, easier and more professional.

Legal and practical considerations

Compliance with UK employment law should always be at the forefront of any business owner, leader or HR professionals mind. When issuing a passed probation letter, understanding the legal and HR context surrounding probationary periods in the UK is essential. It helps to ensure that your process is fair, compliant and properly documented. It’s important to keep in mind: 

• UK best practices for probation:  In the UK, probation periods typically last between three and six months, although the length can vary depending on the employment contract. During this time, employees may have fewer contractual benefits (e.g. reduced notice periods), but they still retain statutory employment rights such as protection against discrimination and entitlement to statutory sick pay and holiday leave. Employers should always check that the length of probation and the terms attached are clearly set out in the original employment contract. The employee’s contract should also include wording that allows the business to extend the probationary period if appropriate.
• Changes to terms of employment post-probation: Once an employee has successfully completed probation, they often transition to a permanent contract. This may bring changes to benefits, notice periods or eligibility for company schemes such as pensions, bonuses or private healthcare. While the probation passed letter acknowledges this milestone, it does not replace a formal contract update. Any changes to contractual terms should be confirmed separately in writing.
• Archiving in the employee file: A successful completion of a probationary period letter should always be stored in the employee’s HR file. This ensures there is a clear record of the employee’s status and provides evidence in case of future disputes or HR compliance checks. Proper archiving also helps maintain consistency across teams and creates a reliable employment history.
• HR approval processes: Before sending a letter to confirm successful completion of the probation period, it’s good practice to have the draft approved by HR. This ensures the wording aligns with company policy, meets legal requirements and reflects the correct probation outcome. In larger organisations, approval workflows also help managers stay aligned with HR teams and reduce the risk of errors.

By following these best practices, employers can ensure their probation passed letters are not only supportive and professional but also compliant with UK employment standards.

Download Employment Hero’s passed probation letter template

Successfully completing probation is a milestone worth celebrating, both for the employee and the business. A well-written passed probation letter not only confirms employment status but also motivates employees to continue performing at their best.

Instead of starting from scratch, you can save time and ensure professionalism with Employment Hero’s HR-approved, UK-compliant passed probation letter template. It’s free, fully customisable and available in multiple formats to suit your needs.