Purpose
This policy defines how [Organisation Name] manages initial employment periods. The introductory period gives new hires and internal transfers a set timeframe for training, feedback, and mutual evaluation.
Employment at [Organisation Name] is at-will at all times. Before, during, and after the introductory period. Either the employee or [Organisation Name] may end the employment relationship at any time, with or without cause or notice. Completing the introductory period does not create an employment contract, confer permanent status, or change standards for future employment decisions. Only [Authorised Role] can modify the at-will relationship, and any change requires a signed written agreement.
Working through related paperwork at the same time? See also our Form I-9 Employment Verification Procedure Template, Performance Review & One-to-One Template (UK) and Disciplinary Outcome Letter Template.
Scope
This policy applies to:
- All newly hired employees during their first [Duration, e.g., 90 days] of employment.
- Current employees moving into substantially different internal roles, when specified in writing.
Responsibilities
- Employees: Complete required onboarding tasks, attend scheduled check-ins, log training completions, and raise questions or concerns promptly.
- Managers: Set clear role expectations, deliver training, conduct scheduled check-ins, document progress, and complete the end-of-period evaluation on time.
- [Role / Human Resources]: Track expiration dates, maintain personnel records, assist with issue escalations, and enforce policy compliance.
Procedure
- Initial Onboarding (Week One)
- Complete onboarding tasks listed in [Location / System Onboarding Checklist].
- The manager and employee review the [Role Expectations Document] together to align on performance, conduct, and attendance standards.
- The manager schedules recurring check-ins for the entire introductory period.
- Ongoing Check-Ins
- Hold documented check-ins at set intervals (e.g., at the end of weeks two, four, and eight).
- Review progress, address performance or conduct issues immediately, and arrange needed resources.
- Training Verification
- Log completed training milestones and sign-offs in [System / Location].
- Maintain a clear record of all completed training during this period.
- Issue Escalation
- Address performance, conduct, or operational concerns as they happen. Do not wait for scheduled check-ins.
- Escalate unresolved or severe concerns to [Role / Human Resources].
- End-of-Period Review
- Before the [Duration] period ends, the manager conducts a formal written evaluation against established role expectations.
- Select and document one of these outcomes:
- Continuation: The employee meets expectations. Regular employment continues, and the manager sets goals for the next [Interval].
- Extension: If the employee needs more time, extend the period once by up to [Duration] in writing. Include specific objectives and check-in dates.
- Termination: If performance or fit is unsatisfactory, end employment following standard offboarding procedures and applicable regulations.
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Terms Unchanged by the Introductory Period
- At-Will Status: Applies before, during, and after the introductory period.
- Statutory Protections: All workplace statutory protections apply starting day one.
- Benefits Eligibility: Enrollment schedules and waiting periods follow official benefit plan documents in [Location / System]. This policy does not change them.
- Conduct Standards: All workplace policies, codes of conduct, and disciplinary rules apply from day one.
Records and Maintenance
- Store check-in notes, training sign-offs, evaluation forms, and extension letters in the employee’s personnel file in [System / Location].
- Retain records for [Duration] per organizational retention schedules.
- [Role / Human Resources] tracks upcoming end dates so managers complete reviews on time.
Policy Review
[Role] maintains this policy and reviews it [Frequency, e.g., annually] or when operational requirements change.
- Policy Owner: [Role]
- Last Reviewed: [Date]
- Next Review Date: [Date]
FAQs on an introductory period policy
What is an introductory period policy?
An introductory period policy defines how your organisation manages initial employment periods. The introductory period gives new hires and internal transfers a set timeframe for training, feedback, and mutual evaluation.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an introductory period policy include?
This template covers procedure, terms unchanged by the introductory period and policy review.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement an introductory period policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
