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Probation Period Policy
Probation Period Policy
Company Name
Effective Date
Policy Owner
Approved By
Standard Probation Duration
1. Purpose & Scope
(a)This policy establishes the framework for the probationary period applicable to all new employees and employees transitioning into new roles within the Organization. It defines the standards for assessment, feedback, and confirmation or separation during probation.
(b)The standard probationary period shall be 90 calendar days from the date of joining, unless a different duration is specified in the employee's offer letter. Extensions of up to 90 additional days may be granted where performance improvement is required.
(c)Employees on probation are subject to the Organization's standard policies and procedures, including the code of conduct, confidentiality obligations, and health and safety requirements. Leave entitlements during probation shall be as specified in the leave policy.
2. Performance Assessment During Probation
(a)The employee's direct manager shall establish clear performance objectives and success criteria within the first 10 working days of the probationary period. Objectives shall be documented and shared with the employee in writing.
(b)Formal review meetings shall be conducted at the 30-day, 60-day, and 90-day milestones of the probation period. Each review shall assess progress against objectives, identify development needs, and provide constructive feedback.
(c)The manager shall maintain an ongoing record of the employee's performance, including significant achievements, areas of concern, feedback provided, and any disciplinary matters arising during the probationary period.
(d)The HR department shall provide managers with probation tracking tools, review templates, and guidance on conducting effective assessments. HR shall intervene where managers fail to complete reviews within the prescribed timelines.
3. Probation Confirmation & Separation
(a)Upon successful completion of the probationary period, the employee shall be confirmed as a permanent employee through a formal confirmation letter issued by the HR department. Confirmation shall take effect from the day following the end of the probation period.
(b)Where the employee's performance or conduct is unsatisfactory and is unlikely to improve within a reasonable period, the Organization may terminate the employment during or at the end of the probationary period with a shortened notice of 7 calendar days or payment in lieu.
(c)Employees who wish to resign during the probationary period shall provide a minimum of 7 calendar days' written notice, unless a different notice period is specified in their offer letter. The Organization may waive the notice period at its discretion.
4. Extension of Probation
(a)A probation extension may be granted where the employee demonstrates potential but has not yet fully met the required performance standards. Extensions shall not exceed 90 additional calendar days and must include a formal performance improvement plan.
(b)During an extended probation period, review meetings shall be held fortnightly. The employee's progress shall be documented and assessed against the performance improvement plan at each meeting.
(c)No more than one extension of the probationary period shall be permitted for any individual employee. If the employee does not meet the required standards by the end of the extended period, employment shall be terminated.
5. Policy Governance & Review
(a)This policy shall be reviewed at least annually by the HR department in consultation with Legal Counsel. Amendments shall be approved by the Head of Human Resources and communicated to all managers and employees before the effective date.
(b)All managers responsible for supervising probationary employees shall complete mandatory training on this policy, objective setting, performance assessment, and constructive feedback delivery within 30 days of assuming managerial responsibilities.
(c)Violations of this policy by managers, including failure to conduct timely reviews or to document performance concerns, shall be addressed through the Organization's performance management process and may affect the manager's own performance evaluation.
The guide
Everything you need to know about the probation period policy
What Is a Probation Period Policy?
A probation period policy sets a defined window, often 90 to 180 days, during which a new hire and the employer assess mutual fit. It clarifies expectations, review checkpoints, and the conditions under which employment may be confirmed, extended, or ended. The policy gives managers a structured way to evaluate performance early while giving employees clear targets to meet before their role becomes permanent.
Why Companies Need a Probation Period Policy
Without a written probation policy, managers make confirmation decisions inconsistently and employees have no idea how they are being judged. A clear policy reduces disputes, documents performance concerns before they escalate, and often allows shorter notice periods during the assessment window. It protects the company legally and helps you course-correct or exit a poor fit quickly, before a full-term commitment is locked in.
What a Probation Period Policy Should Include
Spell out the standard duration, any grounds for extension, and the maximum extended length. Define review milestones, who conducts them, and the criteria used to judge performance. State the notice period applicable during probation, which benefits apply, and the confirmation process on successful completion. Add a clause covering early termination and reference relevant local labor rules so managers apply the policy uniformly across teams.
Most companies set probation between three and six months, with junior or high-volume roles closer to 90 days and senior roles running longer. Choose a length that gives managers enough real work to assess, and confirm it complies with local labor law, since some jurisdictions cap the maximum duration.
Yes, if your policy allows it and the extension is communicated in writing before the original period ends. Extensions should be reserved for cases where performance is borderline and more time would give a fair read. Always document the specific concerns and the goals the employee must meet during the extended window.
Notice during probation is usually shorter than for confirmed employees, often one to two weeks or even immediate in some regions. State the exact notice in your policy and ensure it matches local statutory minimums, because probationary status does not always remove notice obligations entirely.
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