Probation review outcome letter template
A probation review outcome letter tells a new employee the result of their probation review: that they have passed, or that they have not and their employment will end with notice. It records how each objective was met and, if the outcome is not passed, the reasons, the notice and the pay due. It is sent after the review meeting, whichever way the decision goes.
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What changes each time
22 values. Everything else is your wording, kept exactly.
The parties
- Employer's full name
- Employer's address
- Employee's full name
- Employee's address
- Employee's first name
- Name of manager
The review
- Date of the review meeting
- Start date
- End date of probation, including any extension
- Objective
- Outcome for each objective
If passed
- Development points
- Number of months to review
- Next review
If not passed
- Reasons
- Dates of earlier review meetings or conversations
- Notice
- Date notice begins
- Last day of employment
- Pay in lieu of notice
Appeal
- Name and job title of the appeal manager
- Date to appeal by
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Whether the probation is still running or has ended.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each objective, marked met, partly met or not met.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“The outcome: passed, or not passed with notice.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the development points paragraph only when development points were agreed after a pass.”
When this applies, the development points paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the sentence about improvement targets that were not met only when improvement targets had been set.”
When this applies, the sentence about improvement targets that were not met is included; when it does not, it is left out and the rest of the document is unchanged.
- One of several wordings
“Whether the employee works their notice or not, or is paid in lieu of notice where the contract allows.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the pay in lieu of notice line only when the employee is being paid in lieu.”
When this applies, the pay in lieu of notice line is included; when it does not, it is left out and the rest of the document is unchanged.
- Once for each item
“One row for each other payment, or deduction under the contract.”
The table has one row for each, so it grows or shrinks to match.
- Only when…
“Include the right of appeal only when an appeal is being offered (recommended).”
When this applies, the right of appeal is included; when it does not, it is left out and the rest of the document is unchanged.
Questions people ask
What should a probation review outcome letter say?
Whether the employee has passed or not, how each objective was assessed, and what happens next. If they have not passed, it should give the reasons, the notice they will receive, their last day and the pay and holiday they are owed.
Can an employer end employment at the end of probation?
If the employee does not pass probation, the employer can end the employment by giving the notice the contract requires, as long as the reason is fair and the right process is followed. Check the employee's rights and length of service first.
Is a probation notice period different from a normal one?
It depends on the contract. Many contracts give a shorter notice period during probation, but the statutory minimum notice still applies and cannot be shortened by the contract.
Should the employer offer an appeal?
It is recommended, and the letter has an optional paragraph for it. It shows the decision is being treated fairly and gives the employee a chance to put their side.
What if the employee passes probation?
The letter confirms it, goes through how each objective was met and can list development points. It is a useful record to put on the employee's file.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.