Official form guide
Form unsuccessful probation letter template: Unsuccessful probation letter template
This template is for drafting a formal letter informing an employee that they have not passed their initial probation period. It helps employers document the decision regarding employment continuation following a probationary review.
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Form Overview
Fair Work Ombudsman Form unsuccessful probation letter template - Unsuccessful probation letter template
This template is for drafting a formal letter informing an employee that they have not passed their initial probation period. It helps employers document the decision regarding employment continuation following a probationary review.
Risk Radar
Scan points- 1Do not use this template as a substitute for professional HR advice regarding termination laws.
- 2Failing to include the final pay details
- 3Not citing specific performance deficiencies
- 4Using overly negative or non-factual language
- 5Delaying the issuance of the letter past the review date
Plain English
If you are an employer and need to tell a new staff member they won't be keeping their job after a trial period, this template helps you write the official letter. It ensures your communication is clear and follows standard HR practice in Australia.
Submission Date
- Filing date: Use this letter immediately after conducting the formal performance review that determines the end of the probationary period.
- 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
- Use when formally informing an employee they have not passed probation.
- Needed after conducting a probationary review period.
- Used to document the outcome of the initial employment assessment.
- Do not use this for performance improvement plans or disciplinary action.
Form selector
Use this form or another form?
Terminating employment immediately
This template is only for documenting probation failure.
✓ Check HR policy first
Reviewing employee performance mid-term
PIPs require structured goals and timelines, which this letter does not provide.
✓ Consult your manager
Performance Improvement Plan (PIP)
Writing a resignation acceptance letter
This template assumes the employer makes the decision; it is not for accepting resignations.
✓ Confirm employee status
General Employment Agreement Addendum
Deadline or filing window
The letter should be issued on or shortly after the completion date of the employee's probationary period.
Before you submit
- 1Ensure the letter is signed by an authorized manager or HR representative.
- 2Include a clear date of termination in the body of the letter.
- 3Attach any relevant documentation from the probationary review (e.g., feedback forms).
- 4Review the communication with legal counsel if there are complex circumstances.
- 5Keep a copy of the finalized, signed letter in the employee's personnel file.
How to file this form
- 1Finalise the content of the template using specific employee and date details.
- 2Print the completed letter on company letterhead.
- 3Have the designated manager or HR person sign and date the physical copy.
- 4Send the signed letter to the departing employee (via hand-delivery or registered mail).
- 5Scan and save a digital copy in the secure personnel file.
Known limitations
- 1This template is for drafting communication only; it does not constitute legal advice.
- 2The actual termination process must comply with the National Employment Standards (NES) and relevant state law.
- 3It cannot replace formal disciplinary warnings or structured performance review documentation.
- 4Failure to follow proper procedure may affect eligibility for Centrelink payments.
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->This template is for drafting an internal letter and does not constitute a legally binding government form. Employers should ensure all local employment laws are followed when issuing such documentation.
What changed or needs a fresh check
- Review current Fair Work Ombudsman guidelines on termination communication.
- Check if local state employment laws affect the required content of the letter (e.g., notice periods).
- Confirm that all necessary details—employee name, start date, and end date—are accurate.
- Verify the company's standard template branding and signatory requirements.
Quick Facts
Sources
- SRCIssuing Agency: Fair Work Ombudsman
- SRCForm Name: Unsuccessful probation letter template
- SRCPurpose: Documenting employment continuation decision after initial review.
- SRCContext: Australian workplace law compliance (NES).
Common confusion points
Confusing 'probation failure' with poor performance: Probation failure is a decision point; poor performance requires structured feedback first.
Assuming the template covers notice periods: Notice periods must meet minimum legal requirements, regardless of the template.
Using the letter as proof of misconduct: This document only confirms the outcome of the review period.
Not retaining copies: Employers must keep thorough records of all termination communications.
Source transparency
Copyright & Licensing — Australian Government Forms
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