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Probation introduction letter

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Our Probation Introduction Letter Template clarifies probation terms, setting expectations for both employer and new employee with ease.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Probation introduction letter?

A probation introduction letter is essential for the following reasons:

  1. 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.
  2. 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.
  3. 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.
  4. 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.

Best practice timescale for this to be issued
When should this letter be issued?
No later than day 1 of employment (ideally a week prior)
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • Employment Rights Act 1996: Provides guidelines on the use and duration of probationary periods, ensuring employees are informed of their probation status.

  • Equality Act 2010: Ensures that probationary periods are not used for discriminatory purposes and that all employees are treated fairly and equally.

  • Data Protection Act 2018: Ensures that employee data related to probationary periods is handled securely and confidentially.

  • Employment Contracts: The letter template should align with the terms of the employment contract and any policies or guidelines related to probation.

  • Other territories

    Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Probation introduction [Delete this line]

[Company name]

[Sender address]



[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 of you and what support the company will provide to you:

Training: You will be provided with the following training [describe any training, coaching and/or any other development activities that will take place during the probationary period].

Objectives: You will be expected to meet the following objectives [define job-based and/or skills-based objectives or targets].

Conduct: You will be expected to familiarise yourself with and meet the standards of conduct laid down by the organisation and to adhere to the following procedures and rules [state relevant procedures, e.g. disciplinary rules, email and internet policy, dignity at work policy and/or health and safety policy].

Induction: Your detailed induction plan [has been/will be] provided to you separately.

At (or shortly before) the end of your probationary period, [name of individual/the manager] will meet with you to conduct a final review of your performance, progress and suitability for the job. If your performance has been satisfactory, [name of individual] will send you a letter confirming your appointment.

However, if your performance and progress are not up to the standards required despite support and/or training that [Company] has provided to you, we will consider extending your period of probation for a further [three] months. Alternatively, if it is thought unlikely that further time on probation, or further support or training, would lead to a satisfactory standard of performance in the job, we would need to consider other alternatives.

I hope that this will not be the case and that you will succeed in your new role. I would like to take this opportunity to wish you well in your new appointment.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Probation introduction letter template
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Probation introduction letter
probation introduction letter