Probation Period Review Checklist
A probation review checklist for managers: check-ins during probation, an end of probation review, a clear decision and written confirmation before the end.
- Typical schedule per new hire
- The checklist 4 sections, 18 items
- Variables
{{employee_name}}{{probation_end}}
Use this checklist for every new hire on a probationary period. Start the run on the first day, not a week before the period ends. A fair end-of-probation decision depends on feedback given along the way, and the deadline is easy to miss.
Who owns it
The direct manager owns the run and makes the recommendation. HR checks the dates, confirms the decision in writing and handles any extension or termination steps. If the manager changes during probation, hand the run over explicitly.
Common pitfalls
- Missing the end date. In many places the probation period has a fixed end and different notice rules apply afterwards. Put the end date in the calendar of both the manager and HR on day one.
- Silence until the last week. If the first serious feedback comes at the final review, the decision feels arbitrary. Hold check-ins with written notes during the period.
- "Let's extend and see." An extension only helps when you name what must change and by when. Some jurisdictions limit or forbid extensions.
- No written record. Confirm the outcome in writing, whether it is a pass, an extension or an end of employment.
Probation rules, such as maximum length, notice and extensions, vary a lot by country and contract. Adapt this to your jurisdiction; it is a practical checklist, not legal advice.
Schedule the check-ins as part of the run, so the record shows that feedback was given before the final decision.
The checklist: End of probation review: {{employee_name}}
At the start
-
Probation end date
{{probation_end}}confirmed from the contract and added to the calendars of the manager and HR -
Notice periods during and after probation checked in the contract
-
Expectations for the probation period written down and shared with
{{employee_name}}Use the same goals as the 30/60/90 day plan if you have one.
During probation
-
First check-in held after about one month, notes written
-
Mid-point check-in held, with concerns named clearly and specifically
-
Concerns, if any, followed by agreed support and a written plan
-
Feedback from close colleagues collected optional
Final review
-
Review meeting booked well before
{{probation_end}}, leaving time for any notice period -
Evidence gathered against the written expectations
-
Self-assessment requested from
{{employee_name}}optional -
Recommendation made by the manager: pass, extend or end employment
-
Recommendation reviewed with HR before the meeting
-
Review meeting held and the decision explained with reasons
Confirm the outcome
-
Outcome confirmed to
{{employee_name}}in writing -
If extended: new end date, what must change and the next review date written down, and allowed under the contract
-
If ended: notice given before
{{probation_end}}in the form the contract requires, and offboarding started -
If passed: HR system updated and any change in pay or benefits applied
-
Review notes stored in the personnel file
Checklist as Markdown
Frequently asked questions
What happens at the end of a probation period?
The manager reviews how the new hire has done against the expectations set at the start and decides to confirm the employment, extend probation where allowed, or end the employment. The result should be confirmed in writing before the period ends.
What should be discussed in a probation review meeting?
Go through the agreed expectations with concrete examples, ask for the employee's own view, and explain the decision and the reasons. If the employment continues, agree goals for the next months. If there are concerns, name them specifically.
Can a probation period be extended?
It depends on the contract and on local law. Some countries allow an extension with the employee's agreement, others limit the total length. Check the rules that apply to you before offering an extension.
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