Use this form to conduct structured probation reviews with clear assessment criteria.

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Probation Review Form

Confidential

Detail	Information
Employee Name
Position
Department
Manager/Reviewer
Employment Start Date
Probation Start Date
Probation End Date
Review Type	Mid-probation / Final review
Review Date

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Section 1: Role and Objectives

Job Title: [Employee's role]

Key Responsibilities:

[List main responsibilities from job description]

Objectives Set at Start of Probation:

Objective	Target Date	Status
1.		Achieved / In progress / Not achieved
2.		Achieved / In progress / Not achieved
3.		Achieved / In progress / Not achieved
4.		Achieved / In progress / Not achieved

Comments on objectives:

[Notes on progress, achievements, challenges]

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Section 2: Performance Assessment

Rate the employee's performance in each area:

Rating Scale:

• 5 - Exceeds expectations: Consistently exceeds requirements
• 4 - Above expectations: Often exceeds requirements
• 3 - Meets expectations: Consistently meets requirements
• 2 - Below expectations: Sometimes fails to meet requirements
• 1 - Unsatisfactory: Consistently fails to meet requirements

Quality of Work

Rating	1	2	3	4	5
Select:

Examples and comments:

[Specific examples of work quality - accuracy, thoroughness, attention to detail]

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Productivity and Output

Rating	1	2	3	4	5
Select:

Examples and comments:

[Volume of work, meeting deadlines, efficiency]

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Technical Skills and Knowledge

Rating	1	2	3	4	5
Select:

Examples and comments:

[Competence in required skills, systems, processes, professional knowledge]

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Initiative and Problem-Solving

Rating	1	2	3	4	5
Select:

Examples and comments:

[Ability to work independently, identify and solve problems, suggest improvements]

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Communication Skills

Rating	1	2	3	4	5
Select:

Examples and comments:

[Written and verbal communication, listening, clarity, professionalism]

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Teamwork and Collaboration

Rating	1	2	3	4	5
Select:

Examples and comments:

[Working with colleagues, helping others, contributing to team, building relationships]

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Reliability and Attendance

Rating	1	2	3	4	5
Select:

Attendance record:

• Days absent: [X]
• Instances of lateness: [X]
• Notice given for absences: Appropriate / Issues noted

Examples and comments:

[Punctuality, reliability, meeting commitments, advance notice of absences]

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Attitude and Conduct

Rating	1	2	3	4	5
Select:

Examples and comments:

[Professionalism, enthusiasm, willingness to learn, response to feedback, behaviour]

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Adherence to Company Values/Culture

Rating	1	2	3	4	5
Select:

Examples and comments:

[How well employee demonstrates company values, fits with culture, represents the organization]

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Overall Performance Rating

Rating	1	2	3	4	5
Overall:

Summary of overall performance:

[Overall assessment - strengths, achievements, areas of concern]

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Section 3: Strengths and Achievements

What has the employee done particularly well during this period?

1. [Specific strength or achievement]
2. [Specific strength or achievement]
3. [Specific strength or achievement]

Examples of positive contributions:

[Specific examples of good work, positive behaviours, achievements]

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Section 4: Areas for Development

Are there any areas where improvement is needed?

• No concerns - performing well in all areas
• Minor improvements needed (specify below)
• Significant improvement required (specify below)

Areas requiring improvement:

Area	Specific Issue	Impact	Action Required
1.
2.
3.

Has the employee been made aware of these concerns previously?

• Yes - feedback given on [dates]
• No - this is the first formal feedback

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Section 5: Training and Support

Training completed during probation:

Training/Activity	Date	Outcome
Induction		Completed / Incomplete
[Specific training]		Completed / Incomplete
[Specific training]		Completed / Incomplete

Has the employee received adequate training and support?

• Yes, fully supported
• Partially - some gaps identified
• No - insufficient support provided

Additional training or support needed:

[Identify any training, mentoring, resources, or support required]

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Section 6: Integration and Cultural Fit

How well has the employee integrated into the team?

• Excellent - fully integrated and valued team member
• Good - settling in well
• Adequate - some integration issues
• Poor - significant concerns about fit

Comments:

[Observations about relationships with colleagues, understanding of culture, engagement]

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Section 7: Future Objectives

Objectives for the next review period / remainder of probation:

Objective	Target Date	Success Criteria
1.
2.
3.
4.

Actions to support achievement:

Action	Who	By When
[e.g., Arrange training]	[Manager]	[Date]
[e.g., Weekly check-ins]	[Manager]	[Ongoing]
[Employee development action]	[Employee]	[Date]

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Section 8: Mid-Probation Review - Recommendation

Complete this section for mid-probation reviews only:

Based on this review, my recommendation is:

• Continue probation - on track to pass
• Continue with close monitoring - some concerns but improvement expected
• Extend probation - significant concerns, needs more time and support
• Consider termination - performance not meeting minimum standards

If concerns identified, what support/actions will be put in place?

[Specific interventions, support, monitoring, training planned]

Next review date: [Date]

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Section 9: Final Probation Review - Recommendation

Complete this section for final reviews only:

Based on this review and the full probation period, my recommendation is:

• Pass probation - confirm permanent employment
• Pass with development plan - confirm employment with ongoing support in specific areas
• Extend probation - needs further time to demonstrate capability (specify period: [X] months)
• Fail probation - terminate employment

Justification for recommendation:

[Clear explanation of decision with specific examples supporting the recommendation]

If extending or failing probation:

• What specific issues remain?
• What further support will be/has been provided?
• What must improve for probation to pass?
• Timeline for improvement?

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Section 10: Employee Comments

Employee's self-assessment:

What do you feel you have achieved during probation?

[Employee input]

What challenges have you faced?

[Employee input]

What support would be helpful?

[Employee input]

Do you have any concerns or questions?

[Employee input]

Employee comments on this review:

[Space for employee to add comments, agree/disagree with assessment]

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Section 11: Agreement and Sign-Off

Manager Declaration

I confirm that:

• This review is based on observation and evidence
• Clear and specific feedback has been provided
• The employee has been given opportunity to comment
• [If concerns:] The issues have been clearly explained and support will be provided
• The recommendation is fair and justified

Manager signature: _________________ Date: _________

Manager name: [Print name]

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Employee Declaration

I confirm that:

• I have read and understood this review
• I have had opportunity to discuss and comment
• I understand the objectives set for the next period
• [If concerns raised:] I understand what improvements are required
• I [agree / disagree] with this assessment

If you disagree, please explain:

[Space for employee comments]

Employee signature: _________________ Date: _________

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HR/Senior Manager Approval (if required)

Approved by: _________________

Signature: _________________ Date: _________

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Section 12: Next Steps and Actions

Immediate actions following this review:

Action	Who	Deadline	Completed

Next review scheduled for: [Date]

Copy of review provided to employee: Yes / No - Date: _________

Copy filed in personnel record: Yes / No - Date: _________

Probation outcome letter sent: [If final review] Yes / No - Date: _________

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Guidance for Managers

Before the Review Meeting

• Review the employee's job description and initial objectives
• Gather specific examples of performance (good and bad)
• Review any previous feedback or informal discussions
• Check attendance and punctuality records
• Consider input from other team members if appropriate
• Schedule adequate time (45-60 minutes)
• Give employee advance notice and copy of blank form

During the Review Meeting

• Start positively, acknowledge achievements
• Be specific with examples, not vague generalisations
• Listen to employee's perspective
• Discuss challenges and barriers
• Agree clear objectives and support
• Be honest about concerns if they exist
• Give employee opportunity to comment

After the Review Meeting

• Complete and file the form promptly
• Follow up on agreed actions
• Monitor progress on objectives
• Provide ongoing feedback, don't wait for next review
• If extending or failing probation, follow proper procedure

What Must Be Included

Essential elements of fair probation management:

1. Clear expectations from day one - job description, objectives, standards
2. Regular feedback - don't wait until final review to raise issues
3. Training and support - adequate induction and resources
4. Evidence-based assessment - specific examples, not gut feeling
5. Fair comparison - assess against the role requirements, not other employees
6. Opportunity to improve - if concerns arise, give time and support
7. Written confirmation - of outcomes (pass, extend, fail)

Common Mistakes to Avoid

Don't:

• Wait until final review to raise concerns
• Assess based on personal feelings rather than performance
• Compare employee to previous job holder
• Fail to provide specific examples
• Skip mid-probation reviews
• Extend probation indefinitely without clear targets
• Dismiss without giving reasonable opportunity to improve
• Forget to document reviews properly

Do:

• Give continuous feedback throughout probation
• Be specific and evidence-based
• Set clear, measurable objectives
• Provide necessary training and support
• Conduct regular reviews (at least one mid-point)
• Be honest and direct about concerns
• Follow fair procedure even during probation
• Keep written records of all reviews

Legal Considerations

• Employees can claim unfair dismissal during probation if discrimination or automatic unfair dismissal reasons apply
• Probation extension usually requires employee agreement (check contract)
• Notice periods during probation vary - check contract
• Fair process is still important even though unfair dismissal protection doesn't apply until 2 years
• Document everything in case of tribunal claim