Template
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.
- Employee and job titleAs on their contract or written statement.
- Start date and probation end dateCheck both against the contract or written statement.
- Date of this review and who was thereName the manager and anyone else present. Say whether it is a mid-point or a final review.
- What was agreed at the startThe objectives, standards and training set when they joined. Attach any earlier notes.
- What is going wellBe specific. Give examples of their work.
- What needs to improveSay what, give an example and describe what good looks like.
- Support given so farTraining, coaching, shadowing or changes to the job. What did you offer, and when?
- The employee's own viewAsk how they think it is going and what would help. Write it in their words.
- Outcome of this reviewWrite one of passed, extended or employment not confirmed.
- If extended, the new end date and what must changeCheck what the contract says about extending probation first.
- Next steps and the next review dateWho does what, by when.
- Signatures and datesManager and employee. Give the employee a copy.
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.
Frequently asked questions
What if the review goes badly?
Can I extend probation?
Change history
- First published.
General information only. This is not legal advice. Check the official sources above and take advice on your own circumstances.