Probation templates toolkit

What is a Probation Period?

A probation period, also known as a probationary period, is a specified timeframe at the beginning of employment during which both the employer and the new employee have the opportunity to assess each other and determine if the role is a good fit. It's essentially a trial period designed to evaluate the employee's performance, behaviour, and suitability for the position, as well as to provide the employee with an opportunity to evaluate the company culture and job responsibilities.

Key aspects of a probation period typically include:

1. Duration: Probation periods can vary in length but commonly last anywhere from 30 to 90 days, although they can be longer in some cases.

2. Performance Evaluation: During the probation period, the employee's performance is closely monitored and evaluated by their supervisor or manager. This evaluation may include feedback on job performance, adherence to company policies, and interactions with coworkers and clients.

3. Training and Support: Employers may provide additional training or support to help the new employee succeed during the probationary period. This could include additional coaching, mentoring, or access to resources to enhance their skills and knowledge.

4. Termination: If the employee's performance or conduct during the probation period is unsatisfactory, the employer reserves the right to terminate the employment without notice or severance pay. Similarly, the employee may choose to resign if they feel the position is not a good fit for them.

5. Confirmation or Extension: At the end of the probation period, the employer will typically decide whether to confirm the employee's permanent status with the company, extend the probation period, or terminate the employment. If the employee's performance meets expectations, they may be confirmed as a permanent employee and become eligible for benefits and other perks offered by the company.

Probation periods provide both parties with a degree of flexibility and protection during the early stages of employment, allowing them to make informed decisions about the future of the working relationship.

Probation templates are essential for managing a low-risk, compliant Probation process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Leaving probation unmanaged – Assuming the employee will simply continue after probation without formal review or confirmation.
• Setting unclear objectives – Failing to explain what performance, conduct and development are expected during the probationary period.
• Waiting until the final review – Raising concerns for the first time at the end of probation rather than addressing them promptly.
• Failing to document discussions – Keeping little or no record of feedback, concerns, support or progress.
• Applying different standards – Managing comparable probation cases inconsistently without a clear reason.
• Ignoring support needs – Failing to provide reasonable support, training or adjustments where appropriate.
• Forgetting contractual requirements – Overlooking the notice or extension provisions contained in the employee's contract.
• Making the outcome personal – Treating probation as a judgement about the individual rather than assessing their suitability against clear requirements.

What is a typical probation process workflow?

Here we show you which resources to use to effectively support a probationary period, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

FAQs

What is a probation period?

A probation period is an initial period of employment during which an employer assesses an employee's suitability for the role. It provides an opportunity to review performance, conduct, attendance and progress.

How long should probation last?

There is no universal statutory probation period. The length should be appropriate for the role and clearly set out in the employee's contractual documentation.

Should probation reviews be documented?

Yes. Recording probation reviews, objectives, feedback and agreed actions provides a useful record of how the employee is progressing.

Can probation be extended?

A probation period may sometimes be extended where the contractual arrangements allow for this. Employers should communicate the reason, revised timescale and expectations clearly.

What happens if an employee fails probation?

If an employee is not meeting the required standards, the employer should explain the concerns and consider appropriate support and review. The contractual terms and circumstances will determine the appropriate outcome.

Why use HRDocBox to support probation?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective probation management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.