Official form guide
Form Successful probation letter template: Successful probation letter template
The Successful probation letter template is a document from the Fair Work Ombudsman that employers can use to confirm an employee has completed their probation period. It is used when you want to formally tell the employee they are now a permanent staff member.
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Form Overview
Fair Work Ombudsman Form Successful probation letter template - Successful probation letter template
The Successful probation letter template is a document from the Fair Work Ombudsman that employers can use to confirm an employee has completed their probation period. It is used when you want to formally tell the employee they are now a permanent staff member.
Risk Radar
Scan points- 1Common mistake: forgetting to include the exact probation end date.
- 2Missing or incorrect dates
- 3Leaving out the employee’s full name
- 4Using informal language that could be misinterpreted
- 5Failing to keep a copy for your records
Plain English
This is a simple letter you give to a worker after their trial period ends. It lets them know they have passed probation and will continue working for you. The template follows Fair Work guidelines but you still need to fill in your own details.
Submission Date
- Filing date: Use the template as soon as the probation period finishes and the decision to retain the employee is made.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- Employee has finished the probation period successfully.
- You need written confirmation that the employee is now permanent.
- HR records require a formal letter for status changes.
- Employee requests proof of permanent employment.
- You want to communicate benefits and entitlements that start after probation.
Form selector
Use this form or another form?
Employee failed probation
Required to end employment
✓ Verify performance issues before sending
Probation period needs extending
Extends trial period legally
✓ Check company policy allows extension
Employee changes role after probation
Updates job description and salary
✓ Confirm new duties and pay rate
Employer needs to confirm employment for visa
Used for government or financial checks
✓ Include correct employer details
Employee requests reference
Provides work history for external use
✓ Ensure consent is recorded
Deadline or filing window
Send the letter within a few days of the probation period ending to ensure the employee receives timely notice.
Before you submit
- 1Proofread employee name and spelling.
- 2Enter the correct start date and probation end date.
- 3State the employee’s new permanent position clearly.
- 4Include the employer’s signature line.
- 5Attach any supporting documents, such as a revised contract.
- 6Save the completed letter as a PDF.
- 7Use the official company letterhead.
- 8Send the letter by the method preferred in your HR policy.
- 9Record a copy in the employee’s file.
- 10Update the payroll system with permanent status.
How to file this form
- 1Download the template from the Fair Work Ombudsman site.
- 2Fill in employee details, dates and position.
- 3Add the employer’s signature and date.
- 4Save the completed letter as a PDF.
- 5Email or post the letter to the employee.
- 6File a signed copy in the HR records.
- 7Update the employee’s status in the payroll system.
Known limitations
- 1Template is not a legal contract.
- 2Only for successful probation outcomes.
- 3Does not replace statutory notice periods.
- 4May need adaptation to specific modern awards.
- 5Not a substitute for a full employment agreement.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
Almost done reviewing the fields?
Fillable formOpen in Editor->The template is currently available from the Fair Work Ombudsman website. No recent updates have been announced.
What changed or needs a fresh check
- Confirm the letterhead matches current company branding.
- Verify the employee name and position are correct.
- Check the probation end date is accurate.
- Ensure any statutory references are up to date.
- Add the current date of issue.
Quick Facts
Sources
- SRCForm name confirmed from user input.
- SRCIssuing agency confirmed as Fair Work Ombudsman.
- SRCTemplate availability on Fair Work Ombudsman website: not confirmed in official source.
- SRCForm version number: not confirmed in official source.
- SRCOfficial release date: not confirmed in official source.
- SRCPenalty or fee associated: not confirmed in official source.
- SRCRelated form numbers: not confirmed in official source.
- SRCLegal advice disclaimer: not confirmed in official source.
Common confusion points
Using the successful probation template to terminate employment.
Leaving the probation end date blank.
Missing the employer’s signature.
Sending the letter to the wrong email address.
Not updating the company letterhead.
Failing to keep a copy for HR records.
Confusing a probation extension with successful completion.
Using an outdated version of the template.
Source transparency
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