Probation Policy & Procedure Template

Purpose and Scope

This policy outlines how [Organisation Name] manages probation for all new employees [and employees moving into significantly different roles]. It ensures managers make fair, evidence-based decisions when confirming employment.

Working through related paperwork at the same time? See also our Probation Completion Letter Template, Probation Extension Letter Template and Written Statement of Employment Particulars Template.

Policy Statement

Every new employee serves a probation period set out in their employment contract. During probation, [Organisation Name] provides structured feedback, delivers role training, and addresses performance or conduct issues immediately. No probation period expires without a documented decision.

Probation Terms

• Length: [3 or 6] months from the start date, as specified in the offer letter and written statement of employment particulars.
• Notice Period: [Number] week(s) notice by either party during probation, subject to statutory minimums.
• Post-Confirmation Terms: Benefits contingent on passing probation begin once confirmed in writing. Statutory entitlements, including annual leave accrual, apply from day one.
• Extension: Managers may extend probation once, up to [Length of Extension], following the extension procedure.

Responsibilities

• Line Managers: Set clear objectives during week one, run and log all scheduled reviews on time, and address concerns as soon as they arise.
• Employees: Engage fully in induction, flag operational blockers early, and act on feedback.
• [HR / Role]: Track review schedules, audit documentation quality, and ensure decisions are formally recorded before probation ends.

Review Procedure

1. Week One Objective Setting: The line manager sets and logs [Number] core objectives, performance standards, and training plans aligned with the induction checklist.
2. Mid-Point Review: At [Timing], the line manager formally reviews progress against objectives and records whether performance meets standards. If performance is off-track, the manager must document required improvements, support measures, and a check-in schedule.
3. Regular Check-Ins: Hold brief check-ins every [Frequency] to tackle emerging issues quickly.
4. Final Review: At least [Number] weeks before probation ends, the line manager evaluates overall performance against objectives and recommends an outcome: confirmation, extension, or non-confirmation.
5. Documentation: Record every review meeting in [Form / System Name] and file it in the personnel record.

Extension Procedure

Only extend probation if performance evidence is incomplete due to long-term absence, a shift in role scope, or unproven but steady improvement. To extend probation:

1. Meet formally with the employee before the original end date.
2. Explain the specific performance gaps and the standards required to pass.
3. Issue written confirmation before the original probation period expires. State the new end date, specific objectives, and support provided.

Non-Confirmation Procedure

1. Audit the personnel record to confirm objectives were set, reviews took place, and the manager provided appropriate support.
2. Invite the employee to a formal review meeting in writing to consider non-confirmation. State their right to be accompanied if applicable.
3. Present the documented evidence at the meeting, allow the employee to respond, and adjourn to decide.
4. Send written notification of the decision detailing reasons for non-confirmation, notice arrangements, final pay details, and any appeal process.
5. Complete standard leaver and exit management steps.

Confirmation Procedure

1. Send written confirmation of successful probation completion to the employee promptly once decided.
2. Outline updated employment terms, including revised notice periods and eligibility for post-probation benefits.

Records and Governance

• File all objectives, review forms, and outcome letters in the employee’s central personnel file in [System / Location].
• [Role] manages this policy and reviews it on a [Frequency] basis or following any disputed outcome.
• Next Review Date: [Date].