HR guide · Sources checked 10 October 2026
Probation review checklist for employers
A probation review checks whether a new employee is meeting the standards set when they joined, and this checklist covers what to prepare, what to record and what happens next. The length and conditions of any probation period belong in the written statement given on the employee’s first day (GOV.UK, checked 10 October 2026), so start there.
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Before the review
What to prepare
Check what was agreed before judging progress against it.
- The written statement: how long the probation period is and what its conditions are (GOV.UK).
- The job description and the standards or objectives set when the employee started.
- Notes from any check-ins during the period, and any training the role requires.
- Your own probation policy, if you have one, and the date the period ends.
- A date and time for the meeting, given to the employee in advance.
During the review
What to discuss and record
Record facts and agreed actions, not conclusions you have not discussed.
Keep the record factual and keep only what you need (ICO). The free appraisal form has sections for the employee and period, evidence and discussion, and objectives and review, which you can use to record the meeting.
- Progress against each standard or objective, with examples.
- The employee’s own view, and any support or training they asked for.
- Any concerns raised, and what was said in response.
- Agreed actions, who owns them and by when.
- The outcome communicated, and the date of any follow-up.
After the review
Possible outcomes
On smaller screens, scroll the table sideways to see every column.
| Outcome | What it usually means | What to record |
|---|---|---|
| Pass | The employee has met the standards and the probation period ends | The decision, the date and any ongoing objectives |
| Extend | More time is given to meet specific standards, where the contract or policy allows it | The reasons, the new end date, the standards to meet and the support offered |
| End employment | The employer decides not to continue the employment | The reasons, the notice given and the steps followed |
Outcomes are stated neutrally and are decisions for the employer. The right process depends on the contract, your policy and the law that applies; take advice for your situation before extending a probation period or ending employment.
Worked example (fictional)
One probation review, start to finish
Fictional employer and employee, for illustration only.
1
Preparation
Example Dental Practice (fictional) checks Sam Sample’s written statement: a six-month probation with a review before it ends. The manager gathers the role’s objectives and notes from two earlier check-ins.
2
The meeting
They discuss each objective. Sam asks for more training on the booking system. The manager records the discussion and the agreed training date.
3
The outcome
The manager confirms the outcome in writing and records the date. The decision is the practice’s own; nothing in a form or system makes it.
What Soteriaa does and does not do
Soteriaa’s HR tracking records probation and appraisal dates for each person. Soteriaa’s HR tracking is built for one administrator and up to ten employees or candidates. It is coming soon and not on sale yet; the HR documents are free now. See the HR and employment area. It makes no employment decisions, has no e-signatures and does not delete records automatically. This page is general information, not legal advice; take advice for your situation.
FAQ
Common questions
What should a probation review include?
Progress against the standards set at the start, the employee’s view, any support needed, agreed actions and the outcome, recorded factually.
Where is the probation period set out?
GOV.UK says the written statement given on the first day must include how long any probation period is and what its conditions are.
Can a probation period be extended?
That depends on the contract and your policy. Take advice for your situation before extending a probation period or ending employment.
Record the review free
Use the free appraisal form to record the discussion, objectives and agreed actions.