Advanced Probation Review Form – Employee Performance & Confirmation Template
Advanced Probation Review Form
Purpose
This probation review form helps HR professionals and reporting managers evaluate an employee’s performance, conduct, job knowledge, progress against expectations and readiness for confirmation during or at the end of the probation period.
The form should be completed objectively using documented performance, role requirements and feedback. The final decision should follow the organisation’s policies, employment terms and applicable law.
1. Employee Details
| Field | Details |
|---|---|
| Employee Name | |
| Employee ID | |
| Department | |
| Designation | |
| Date of Joining | |
| Reporting Manager | |
| HR Representative | |
| Probation Start Date | |
| Probation End Date | |
| Review Date | |
| Review Type | Mid-Probation / Final Review |
2. Probation Objectives
Record the key responsibilities and expectations communicated to the employee at the beginning of the probation period.
| No. | Objective / Responsibility | Expected Outcome | Review Comments |
|---|---|---|---|
| 1 | |||
| 2 | |||
| 3 | |||
| 4 | |||
| 5 |
3. Performance Evaluation
Suggested rating scale:
- 5 – Excellent: Consistently exceeds role expectations.
- 4 – Very Good: Frequently exceeds expectations.
- 3 – Meets Expectations: Performs the role as expected.
- 2 – Needs Improvement: Some expectations are not consistently met.
- 1 – Unsatisfactory: Significant improvement is required.
- N/A – Not Assessed: Insufficient opportunity or evidence to assess.
| No. | Evaluation Area | Rating (1–5 / N/A) | Comments / Examples |
|---|---|---|---|
| 1 | Job Knowledge | ||
| 2 | Quality of Work | ||
| 3 | Productivity and Timeliness | ||
| 4 | Communication Skills | ||
| 5 | Teamwork and Collaboration | ||
| 6 | Problem-Solving Ability | ||
| 7 | Adaptability and Learning | ||
| 8 | Attendance and Punctuality | ||
| 9 | Professional Conduct | ||
| 10 | Role-Specific Skills |
Important: Assess only relevant job-related criteria and support ratings with specific examples. Consider the employee’s role, training received, available resources and agreed expectations.
4. Key Achievements During Probation
Document the employee’s key contributions and progress.
| No. | Achievement / Contribution | Business or Team Impact |
|---|---|---|
| 1 | ||
| 2 | ||
| 3 |
5. Strengths and Development Areas
Key Strengths
Areas Requiring Improvement
Training or Support Required
6. Employee Self-Assessment
To be completed by the employee before or during the review discussion.
1. What have been your key achievements during probation?
2. What challenges have you faced in performing your role?
3. What skills or knowledge would you like to develop further?
4. What additional support or resources would help you perform more effectively?
5. Any other comments or feedback?
7. Manager’s Review Comments
Overall Performance Summary
Progress Against Agreed Objectives
Readiness to Work Independently
Additional Manager Comments
8. Probation Review Outcome
Select the recommended outcome, subject to company policy and required approvals.
- [ ] Confirm Employment
- [ ] Extend Probation
- [ ] Do Not Confirm Employment / Initiate Appropriate HR Process
- [ ] Further Review Required
Reason for Recommended Outcome
If Probation Is Extended
| Field | Details |
|---|---|
| Reason for Extension | |
| Areas Requiring Improvement | |
| Support / Training to Be Provided | |
| Improvement Targets | |
| Review Frequency | |
| Proposed Extended Probation End Date | |
| Next Review Date |
Any extension should be handled in accordance with the employment contract, company policy and applicable law. HR should communicate the reason, expectations and review timeline clearly to the employee.
9. Performance Improvement Action Plan
Complete this section when specific improvement actions or additional support are required.
| Development Area | Required Action | Support Owner | Target Date | Success Measure | Status |
|---|---|---|---|---|---|
Follow-Up Review Notes
10. HR Review and Compliance Check
- [ ] Review objectives were communicated to the employee.
- [ ] Ratings are supported by relevant examples or records.
- [ ] Employee feedback has been considered.
- [ ] Required training and support were provided or documented.
- [ ] Probation terms and applicable policy have been checked.
- [ ] Required approvals have been obtained.
- [ ] Review outcome and next steps will be communicated to the employee.
- [ ] The completed form will be stored securely with appropriate access controls.
HR Comments
11. Approval and Acknowledgement
| Role | Name | Signature / Approval | Date |
|---|---|---|---|
| Reporting Manager | |||
| Department Head (if required) | |||
| HR Representative | |||
| Authorised Approver (if required) |
Employee Acknowledgement
I acknowledge that the probation review and its outcome have been discussed with me. My acknowledgement confirms receipt or discussion of the review and does not necessarily mean that I agree with every assessment or decision.
Employee Name: ______________________________
Employee Comments (if any):
Employee Signature: ___________________________
Date: ________________________________________
HR Usage Notes
- Schedule the review sufficiently before the probation end date to allow time for discussion and required approvals.
- Explain the assessment criteria to the employee and use evidence rather than personal assumptions.
- Record any agreed training, support or improvement actions with clear timelines.
- Communicate the decision and any next steps in writing.
- Maintain confidentiality and retain records according to the organisation’s record-retention policy.
- Adapt this template to the organisation’s probation policy, employment terms and applicable local requirements.
Disclaimer: This is a general HR template for documentation and internal review. It should be customised to the organisation’s procedures and applicable employment requirements before use.
Related HR Resource
Performance Management Process
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