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View full libraryA practical letter inviting an employee to a probation review meeting to discuss their progress, performance, conduct, attendance and overall suitability for the role before the probationary period ends.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to probation review meeting
As you are approaching the end of your probationary period, I am writing to invite you to a probation review meeting to discuss your progress and experience since joining [Company Name].
Your probationary period commenced on [start date] and is currently due to end on [end date].
Meeting details
| Date: | |
| Time: | |
| Location / meeting method: | |
| Manager: |
What we will discuss
The meeting will provide an opportunity to review your progress during your probationary period. This will include discussion of:
We will also give you an opportunity to discuss your experience of working at [Company
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A probation review meeting provides an opportunity for an employer and new employee to review how the employment relationship is progressing before the probationary period ends. This invitation letter gives the employee advance notice of the meeting and explains what will be discussed, helping the review to be constructive rather than simply an assessment of whether the employee has passed probation.
The meeting can be used to review the employee's performance against the expectations established when they joined the organisation, including their responsibilities, objectives, quality of work, productivity and development. It also provides an opportunity to recognise achievements and identify areas where further improvement or support may be required.
Probation reviews can cover more than technical performance. The manager can consider attendance, reliability, conduct, communication, teamwork and how the employee has adapted to the organisation's working practices and expectations.
A review should be a two-way conversation. The invitation encourages the employee to prepare for the meeting and provides an opportunity to discuss their experience of the role, any challenges they have encountered, the support they need and any concerns they wish to raise.
The meeting can be used to confirm whether the employee has successfully completed probation, whether the probationary period should be extended where the contract and circumstances allow, or whether concerns require further action. The invitation should not suggest that the outcome has already been decided before the review takes place.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation review meeting invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Probation Introduction Letter Template clarifies probation terms, setting expectations for both employer and new employee with ease.
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Use these best practice actions, recommended timescales and process stages to understand when and how the Probation review meeting invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
The review should normally take place sufficiently before the probationary period ends to allow the employer to reach an informed decision and, where appropriate, provide further support or consider an extension if the contractual arrangements allow one. Employers should avoid leaving the review until the final day of probation.
The discussion can cover performance against objectives, quality and quantity of work, attendance, punctuality, conduct, teamwork, training, development and the employee's overall experience of the role. It should also give the employee an opportunity to raise questions or concerns.
Potentially, but the employer should first check the employee's contract and probation arrangements. An extension should be communicated clearly, including its length, the reasons for it, the improvements or objectives expected and when the next review will take place.
Being on probation does not automatically remove an employee's employment rights. If the issue concerns alleged misconduct and the employer is considering formal disciplinary action, the appropriate disciplinary process should be followed rather than treating probation as a reason to bypass procedural safeguards.
The manager should explain the areas of concern, listen to the employee's explanation and consider whether additional support, training or time is appropriate. If the employee is unlikely to meet the required standard, the employer should follow the contractual probation arrangements and appropriate termination process.
AI can produce a generic meeting invitation, but probation reviews involve more than arranging a meeting: the wording needs to leave the outcome open, encourage a meaningful two-way discussion and fit with the employer's probation, performance and termination processes. HRDocBox templates provide a practical UK HR structure that can be adapted to the organisation's own procedures and contractual arrangements.
How this content is developed and reviewed
The Probation review meeting invitation letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing probation HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Probation toolkit
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