Probation Policy & Procedure template

2. Policy statement

Every new employee serves a probationary period stated in their contract. During it, {{org.name}} gives real feedback at set reviews, provides the training the role needs, and acts promptly when the match is not working. No probation end date passes without a recorded decision.

3. Probation terms

• Length: [three/six] months from the start date, stated in the offer letter and the written statement of particulars.
• Notice during probation: [number] week(s) on either side, always subject to statutory minimums — check current guidance.
• Benefits that begin on confirmation: [list, e.g. enhanced company sick pay, benefit schemes]. Statutory entitlements, such as annual leave accrual, run from day one regardless.
• Probation may be extended once, by up to [length], using the procedure below.

4. Responsibilities

• Managers: set objectives in week one, hold every review on time, record them, and raise concerns when they first appear — not at the final review.
• New starters: engage with the induction plan, raise obstacles early, and act on feedback.
• [HR/owner role]: track review dates, quality-check outcomes, and make sure no end date passes undecided.

5. Reviews during probation

1. 1Week one: the manager sets and records [number] objectives, the standards expected, and the training the person will receive — linked to the new starter induction checklist.
2. 2Mid-point review ([timing]): a recorded one-to-one against each objective. Say plainly whether the person is on track; if not, record what must change, the support offered, and the check-in dates agreed.
3. 3Between reviews: brief check-ins every [frequency], with concerns raised as they arise, not saved up.
4. 4Final review (at least [number] weeks before the end date): assess the evidence against the objectives and recommend one of three outcomes — confirm, extend, or do not confirm.
5. 5Record every review on the [form/system]. An unrecorded review cannot support any later decision.

6. Extending probation

Extension is for genuinely incomplete evidence — long absence during probation, a changed role, or improvement underway but unproven. It is not a way to defer a difficult decision. To extend: meet before the original end date, explain the specific gaps and what must be demonstrated, and confirm in writing the new end date, the objectives, and the support provided. An extension is valid only if confirmed before the original period expires.

7. If probation is not passed

1. 1Check the file first: were objectives set, reviews held, concerns raised, and support given? If the record is thin, take advice before proceeding.
2. 2Invite the employee, in writing, to a meeting at which non-confirmation of employment will be considered [state whether you offer the right to be accompanied].
3. 3At the meeting, set out the evidence, listen to their response, and adjourn before deciding.
4. 4Confirm the outcome in writing, with the reason, the notice arrangements, and any [appeal] route you offer.
5. 5Complete the leaver steps under the exit procedure, then debrief internally: was this a hiring miss, an induction miss, or a management miss?

8. Passing probation, records and review

Confirm successful completion in writing promptly: congratulate the person, confirm the date, and list what changes — the notice period, [benefits]. The confirmation letter matters as much as the difficult ones; people remember whether anyone noticed they passed.

Objectives, review records, and outcome letters are kept on the personnel file in [system/location]. This policy is reviewed [frequency] and after any disputed probation outcome. Owner: [name/role]. Next review: [date].