--- title: Probation review form template canonical_url: https://hrhive.co.uk/templates/probation-review/ content_type: template summary: A form for a probation review conversation. It helps you prepare, keep the discussion specific and fair, and record what was said and decided, including the outcome and the date of the next review. audiences: - employer - manager topic: onboarding jurisdiction: uk status: published last_updated: 2026-10-05 --- # Probation review form > A form for a probation review conversation. It helps you prepare, keep the discussion specific and fair, and record what was said and decided, including the outcome and the date of the next review. ## What this form is for A probation review is a planned conversation about how a new starter is getting on. This form helps you prepare for it, keep it specific and fair, and write down what was said and decided, so the outcome is clear to both of you and to anyone who reads the record later. ## When to use it Use it at each review during probation: a mid-point review, and a final review before the probation end date. Put the dates in the diary in the first week, and tell the employee in advance what each meeting is for. If you run only one review, at the end, the same questions still work. ## How to fill it in well - Prepare the first half before the meeting and complete the rest afterwards, once you have heard from the employee. - Be specific. "Needs to improve communication" gives them nothing to work with. "Two customers waited more than a day for a reply last week. Aim to answer the same day" does. - Write down what you saw and what was said. Mark opinions as opinions. - Ask every new starter the same questions. If you would ask one of them something, ask them all. - Let the employee speak, and record their comments in their own words. - Before you finish, agree what happens next: who does what, by when, and the date of the next review. - Write the form as if the employee will read it, because they may. - If the outcome is that employment will not be confirmed, speak to your HR adviser or take advice before you decide or tell the person. ## What to keep afterwards Keep the signed form on the employee's record, with any notes you used to prepare, and give the employee a copy. How long to keep it depends on the kind of record. The employment records guide and the guidance on retention periods explain how to decide. ## What not to collect - Reasons for any sickness absence, or anything about their health, family plans or personal life. If the employee raises something personal, listen and offer support, but do not record the detail on this form. - Opinions about the person rather than the work, such as their age, "attitude" or "not a good fit". - Comparisons with named colleagues. - Your privacy notice should already tell employees that you keep performance records. If it does not, update it before you rely on this form. ## The questions in plain text If you would rather work in your own document, here are the same questions as a list. - Employee and job title — As on their contract or written statement. - Start date and probation end date — Check both against the contract or written statement. - Date of this review and who was there — Name the manager and anyone else present. Say whether it is a mid-point or a final review. - What was agreed at the start — The objectives, standards and training set when they joined. Attach any earlier notes. - What is going well — Be specific. Give examples of their work. - What needs to improve — Say what, give an example and describe what good looks like. - Support given so far — Training, coaching, shadowing or changes to the job. What did you offer, and when? - The employee's own view — Ask how they think it is going and what would help. Write it in their words. - Outcome of this review — Write one of passed, extended or employment not confirmed. - If extended, the new end date and what must change — Check what the contract says about extending probation first. - Next steps and the next review date — Who does what, by when. - Signatures and dates — Manager and employee. Give the employee a copy. > **In HRHive** > > HRHive has a Probation Review form among its built-in forms. It has space for strengths, areas for development, the outcome and the employee's comments, and the completed form is filed on the person's record. ## Frequently asked questions ### What if the review goes badly? Say so clearly, in the meeting and in writing, and agree what support and what improvement you expect before the next review. If you are thinking of not confirming someone's employment, take advice from an HR adviser before you decide. ### Can I extend probation? Check what the contract or written statement says first. If it allows an extension, record the new end date, what needs to change by then and when you will review it. If you are not sure, take advice. ## About this page - Last updated: 5 October 2026 ## Change history - 5 October 2026: First published. ## Related **In HRHive** - [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/) - [Questionnaires and forms](https://hrhive.co.uk/product/questionnaires/) - [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/) **Templates** - [Manager checklist template for people tasks](https://hrhive.co.uk/templates/manager-checklist/) Canonical URL: https://hrhive.co.uk/templates/probation-review/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dtool_to_record%26hh_route%3Dtool%26hh_goal%3Dfirst_person_added%26hh_page%3Dtemplates%252Fprobation-review