Probation introduction letter template
Our Probation Introduction Letter Template clarifies probation terms, setting expectations for both employer and new employee with ease.
- 2 pages / 378 words.
- Last updated 10/03/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Probation introduction letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Your probationary period
As you know, your employment is subject to a probationary period of [three | six] months. The purpose of this period of probation is to allow both you and [name of individual/the manager] to assess objectively whether or not you are suitable for the role. During the probationary period, [name of individual/the manager] will monitor your performance and progress and provide regular feedback to you. [Name of individual/the manager] will also provide guidance and support as required and will carry out informal review meetings with you on a monthly basis (from which written records will be kept).
[Name of individual/the manager] has put together a probation plan setting out what is expected
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A probation introduction letter is essential for the following reasons:
- Communication: It is important to communicate important information about the probationary period to the employee, such as the duration of the period, the expectations and requirements of the role, and the performance or behaviour standards that must be met.
- Clarity: Providing clarity to the employee about the terms and conditions of their employment, including the duration of their probationary period and the consequences of failing to meet the required standards, is essential in ensuring that there is no confusion or misunderstandings.
- Documentation: A probation introduction letter serves as a formal document that can be kept on file for record-keeping purposes, providing evidence of the terms and conditions of the employee's employment.
- Orientation: The letter can also be used as part of the employee's orientation process, helping them to understand the company culture and their role within the organisation.
Overall, a probation introduction letter helps to set clear expectations and provide important information to the employee, while also protecting the employer in the event of any disputes or issues that may arise during the probationary period.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned no later than day 1 of employment (ideally a week prior).
Compliance
Compliance
This Probation introduction letter template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides guidelines on the use and duration of probationary periods, ensuring employees are informed of their probation status.
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Equality Act 2010: Ensures that probationary periods are not used for discriminatory purposes and that all employees are treated fairly and equally.
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Data Protection Act 2018: Ensures that employee data related to probationary periods is handled securely and confidentially.
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Employment Contracts: The letter template should align with the terms of the employment contract and any policies or guidelines related to probation.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Probation introduction letter template, to understand the workflow.
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Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Probation introduction letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
