Set the role up for success
A probationary period only works if the role is well defined, the contract sets out the qualifying period, and the first week is planned before the employee walks in.
Every role needs a clear position description with outcomes, key responsibilities, skills and behaviours. This becomes the benchmark you'll measure against during probation.
The contract must clearly state the qualifying period length and that performance will be reviewed. Use the HR Document Generator to produce a compliant employment contract.
A structured 30/60/90 plan gives the employee a clear runway and gives you concrete markers to check against at every review.
Kick off probation with a clear expectations meeting
In the first week, sit down formally and walk through the position description, what success looks like, the check-in cadence and the top 1 to 3 priorities for the next fortnight.
Run the meeting from the agenda. Confirm the role, KPIs, check-in cadence, probation review points, next two weeks' priorities, and what support or training will be provided.
Run weekly or fortnightly check-ins
Regular check-ins are the difference between probation working and probation failing. They are short, structured and always followed up in writing.
Use the check-in agenda every time. Wins, progress, support needed, what "good" looks like, training plan and next focus priorities.
- First month version focuses on settling in and confidence
- Weekly or fortnightly version focuses on consistency and independence
Step back at 1 month and 3 months
Formal reviews are deeper than a check-in. They step back, assess progress against the role expectations, and reset focus areas for the next phase of probation.
One month in, review what they've picked up, confirm what they should now be able to do confidently, give specific strengths and focus areas, and set 2 to 3 goals for the next month.
By 3 months the employee is out of the early learning stage. This review is about consistency, independence, output, quality and communication.
Address performance issues directly and in writing
The moment a real concern emerges, raise it in the next check-in, document it, and if required, move to a formal Immediate Improvement Required conversation. Do not let it drift.
Capture the concern, the example (with dates and tasks), the expectation explained, the employee's response, support offered, and the improvement required by when.
Run a formal conversation outlining concerns with clear examples, the expected standard, the timeframe, support provided and what happens if improvement is not achieved.
Around 4 to 5 weeks before the qualifying period ends, review all the evidence (check-in notes, file notes, KPI delivery) and decide the outcome. Then act within the qualifying window.
Confirm ongoing employment. Schedule a 6-month review meeting to mark the milestone, agree ongoing expectations and set a development plan together.
Send the meeting invite, hold the end-of-employment meeting using the messaging guide, and issue the termination letter. Must occur within the qualifying period.
Confirm ongoing employment
The employee has met the standard. Use the 6-month moment to formally confirm, celebrate the progress and invest in their next phase of development.
Confirm they've successfully completed probation, agree ongoing performance expectations and co-create a development plan so the employee feels invested in.
End employment within the qualifying period
If it's not working, act before the qualifying period ends. Invite to the meeting, hold it using the messaging guide, and issue the termination letter within 7 days along with the final pay.
Invite the employee to discuss their ongoing employment. Do not pre-empt the outcome in the invite. Encourage them to bring a support person.
Use the YHRTK messaging guide word for word. Explain the concerns (with specific examples), invite their response, confirm the decision, explain notice in lieu and final pay, and give them the opportunity to ask questions.
Issue a letter confirming the end of employment. Final payment must be made within 7 days and must include all applicable entitlements (notice in lieu, unused annual leave, any other owed amounts).
Get the full template pack tailored to your business
The Probation Communication Templates tool takes your business name, role, employee name and any concerns, and customises every template on this map in one go.