Probation confirmation letter for Australian employers
Confirms the outcome at the end of probation — passed, extended, or employment ending. Includes the distinction most employers get wrong: probation is contractual, and it does not change the statutory minimum employment period.
Probation confirmation letter
PDF · 2 pages · no signup
General information only, not legal advice.
This template is general information for Australian employers, not legal advice. Obligations depend on the applicable modern award or agreement, the employment contract and the circumstances — confirm anything you are unsure of with Fair Work or a workplace relations adviser. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Generate a compliant contract
Draft an employment contract for the role in a couple of minutes, with Australian conditions built in — free, no signup.
What's in the template
Everything the letter needs, plus the guidance that keeps it compliant.
Three outcomes
Passed, extended or ending — with the fields each one needs, and a note to delete the rest.
Dates
Probation start and end, new end date if extending, last day if ending.
If extending
What specifically needs to improve, how it will be measured, and what support you will provide.
If ending
Notice period or payment in lieu, with a prompt to check contract, award and NES.
The legal distinction
Probation is a contract term; the minimum employment period for unfair dismissal is separate and unaffected by it.
Signature block
Signed, name, position and date.
Probation in Australia is not what most people think
Two misconceptions cause most of the trouble here.
Probation does not remove notice
Notice obligations under the contract, the award and the NES apply during probation. A shorter notice period during probation is only valid if the contract says so and it still meets the minimum.
It is separate from unfair dismissal
The minimum employment period for unfair dismissal is set by legislation — commonly six months, or twelve for a small business employer. A three-month probation does not shorten it, and a twelve-month probation does not extend it.
It can lapse
If the probation period passes without a written outcome, it is generally treated as successfully completed. Diarise the review date.
Extending needs substance
An extension should say what must change, how it will be measured and what support you will give. "We are extending your probation" without those is hard to rely on later.
Confirm it in writing, on time
The most common failure is silence. A probation period that quietly expires while everyone is busy is generally treated as passed — which is fine if that was the intent, and a problem if it was not.\n\nPut the review date in the calendar when employment starts, not when probation is nearly over.
How to use it
Four steps.
1. Diarise the review
Set the date when employment starts, with a reminder a fortnight out.
2. Assess against the role
Against the duties and standards set at the start, not against a general impression.
3. Complete the letter
Pick the outcome, fill in its fields, delete the other two sections.
4. File it
On the employee record — kept seven years under the Fair Work Act.
Who uses it
Any employer using probation
The document that closes the period off properly rather than letting it lapse.
Managers running reviews
A consistent format across managers, so outcomes are recorded the same way.
Businesses with high turnover
Where probation reviews happen often and consistency matters most.
Do you advise clients on probation and notice?
Probation, notice and the minimum employment period are commonly confused, and the cost of getting them wrong lands on the client. Advisors who bring shift-based clients onto RosterElf earn recurring monthly income per employee managed.
Recurring monthly income
$1.00–$2.00 per active employee
Signup bonus
$100 per new client business
Tiered rates
Bronze through Diamond
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Learn moreProbation confirmation questions
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No. The minimum employment period for unfair dismissal is set by legislation — commonly six months, or twelve months for a small business employer. A contractual probation period does not shorten or extend it.
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Yes. Notice obligations under the contract, the applicable award and the NES apply during probation. A shorter probationary notice period only applies if the contract provides for it and it still meets the statutory minimum.
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Generally yes if the contract allows it and the employee agrees. An extension should state what specifically needs to improve, how it will be measured and what support you will provide.\n\nAn extension with none of that is difficult to rely on if things go further.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.