Probation complete confirmation letter template
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Our Probation Complete Confirmation Letter Template formalises successful probation periods, providing reassurance and acknowledgment to employees.
If you wish to confirm that an employee has passed their probationary period, issue this model probation complete confirmation letter template to them.
Why this letter is necessary
This letter serves as an official acknowledgment that the employee has met the required standards during their probation.
It may include essential details like the end date of the probationary period, any salary adjustments or benefits.
This letter provides reassurance to the employee and solidifies their position within the company.
Compliance notes
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The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the letter does not discriminate against any employee based on any of these characteristics.
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The Employment Rights Act 1996: This law sets out the requirement for employers to provide employees with written reasons for any dismissal, including dismissal during a probationary period. If an employee's probationary period is not being extended or they are being dismissed following unsuccessful completion of their probation, the employer must ensure that they provide written reasons for their decision.
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The Data Protection Act 2018: This law sets out the requirements for processing personal data, including employee data. Employers should ensure that they are complying with data protection requirements when issuing the letter and that they obtain the employee's consent to process their personal data.
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The terms of the employee's contract: Employers should ensure that the terms of the employee's contract are reflected in the letter, including any agreed probationary period, and that the letter accurately reflects the terms of the employment relationship.
While not a legal requirement, having a probationary period can be beneficial for both employers and employees. It can give the employer a chance to assess the employee's performance and suitability for the role, and it can also give the employee a chance to evaluate the organisation and the role to ensure it is the right fit for them.
Workflow sequence
Probation review form template
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Performance appraisal form template
A regular performance appraisal or performance development review is important to keep track on the employee in terms of their performance against objectives or other standards, and to maintain their development.
Implementation timeline
| Step | Description | Responsibility | Timing |
| 1 | Evaluate employee performance and behaviour during probation. | Manager/Supervisor | Throughout Probation |
| 2 | Review employee's suitability for the role and job requirements. | HR Department | Throughout Probation |
| 3 | Conduct a meeting with the employee to discuss probation progress and completion. | Manager/Supervisor | End of Probation |
| 4 | Verify completion of the probationary period. | HR Department | End of Probation |
| 5 | Prepare and issue the Probation Complete Confirmation Letter. | HR Department | After Step 4 |
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Practical example
Scenario
ABC Limited, a UK-based company, has an established probationary period for new employees. HR Manager Sarah is tasked with confirming the successful completion of an employee's probationary period and issuing a probation complete confirmation letter.
Initial Response
Sarah reviews the employee's performance and conduct throughout the probationary period to ensure they have met the required standards for confirmation.
Drafting the Letter
Sarah carefully drafts a probation complete confirmation letter, ensuring it is clear, concise, and complies with UK employment law. The letter should formally confirm the employee's successful completion of their probationary period and provide details about their continued employment status.
Content of the Letter
The probation complete confirmation letter congratulates the employee on successfully completing their probationary period and formally confirms their permanent employment status with ABC Limited. It acknowledges the employee's contributions during the probationary period and expresses confidence in their ability to continue making valuable contributions to the company.
Sending the Letter
Once the letter is finalised, Sarah sends it to the employee via email or post, ensuring timely delivery. She may also schedule a meeting to discuss the confirmation of the probationary period in person and address any questions or concerns the employee may have.
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Specifications
5 mins
140 words, 1 page A4
1 December 2024
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Completion of Probation
[Further to our meeting on [date], ]I am pleased to confirm that you have successfully completed your probationary period with [Company Name]. Your commitment, hard work, and dedication have been appreciated during your probationary period, and we are delighted to confirm that you have met the required standards.
[You will receive a salary increase that was agreed upon in your employment contract.]
We trust that you will continue to work hard, excel in your role, and contribute positively to our team. We take pride in our team members and appreciate their hard work in achieving our common goals. If you have any concerns or questions about your employment, feel free to approach your line manager or the HR team.
Once again, congratulations on completing your probationary period, and we look forward to working with you for many years to come.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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