Complete guide to probation reviews: key steps & best practices

Probation reviews are a critical touchpoint in the employee lifecycle — yet they’re often treated as nothing but a formality. In a 2024 survey of 11,900 professionals, 77% of employers cited “poor fit” as a key reason team members left within their first year.* The probation period is an opportunity to assess and strengthen that fit before making a long-term commitment.

When conducted thoughtfully, probation reviews help clarify expectations, evaluate performance, and determine next steps. Overlooking them means missing a chance to provide support and make informed decisions about an employee’s future with the company. 

In this guide, we’ll walk through how to lead effective probation reviews, navigate common challenges, and ask the right questions.
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*Hays UK, 2024
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What is a probation review?

A probation review is a formal assessment typically held at the end of a new hire’s initial three to six months. It evaluates their performance during probation and determines their readiness for a permanent role. Outcomes typically include: 

• Confirming permanent employment
• Extending the probation period for further assessment
• Ending the employment relationship

Probation review meetings benefit both parties. Employees gain clarity on their performance and development opportunities, while employers confirm long-term fit and can suggest areas for improvement. 
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How to run a probation review meeting

New hires are often nervous about probation reviews, so it’s crucial that HR professionals and managers approach them with empathy and structure. They may already be well versed in conducting 1:1 meetings, but probation reviews require slightly different skills; here are the key steps to run them in a considerate, productive way.

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1. Set clear expectations from the start

In a Forbes article, Workhap CEO & Founder Sho Dewan points out that “even with how complicated and comprehensive hiring processes have become, many new hires still find that their new role can differ significantly from what they expected as applicants.” 

A structured onboarding process with clear success metrics can bridge this gap. Scheduling regular check-ins throughout the probation period helps monitor performance and ensure alignment. It also reduces the risk of surprising employees with unexpected feedback or outcomes at the end of the probation period.

If you feel confident in the new hire, use the probation review to collaborate on role-specific goals and signal investment in their development.
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2. Gather performance data & feedback

Throughout the employee lifecycle (including the probation period), take a 360-degree approach to performance management. Prompt feedback from team members who’ve worked closely with the new hire to uncover strengths and areas for improvement. This will assist your decision-making process and benefit the new employees — 80% of professionals find that feedback enhances their productivity.

You should also aim to balance positive and constructive feedback, highlighting achievements wherever possible.

Tools like Leapsome Reviews make it much easier to combine all this performance data by centralizing past performance insights, peer feedback, and goal progress in one place. Plus, our intuitive dashboards and heatmaps can help you make sense of data trends and patterns.
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3. Prepare for the review meeting

Beyond collecting performance data, create an agenda that includes: 

• Performance highlights and challenges
• How they’re settling into the company culture
• Key goals and opportunities for improvement
• A section for employee self-assessment and questions 

A versatile tool like Leapsome Meetings can be a game-changer. HR professionals and managers can create custom agenda templates for probation reviews, standardizing the process across all teams. AI-powered insights can quickly summarize notes and provide a clear overview of the discussion and action items.
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4. Conduct the probation review discussion

Start with a chat to break the ice at the start of a probation review conversation and lead smoothly into a recap of their probation period. Share clear examples and ask open-ended questions to understand their experience at the organization. 

In a culture of feedback, active listening is key — allowing space for the new hire to reflect and respond. When delivering constructive feedback, be kind, specific, and focused on improvement, with specific examples to help contextualize your point. Even when outcomes are uncertain, transparency and respect go a long way.
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5. Make a clear decision & communicate the next steps

Once you’ve discussed the individual’s performance and addressed their questions and concerns, it’s time to share the outcome of their probationary period. This can be a tricky conversation, but approaching it with transparency and empathy can make all the difference — particularly when you’re speaking with employees whose performance still requires attention.

If you want to extend a probation period (and local regulations allow for extensions), clearly outline the timeline for upcoming check-ins and reviews. Share any performance improvement plan (if applicable) and point the employee to available resources for support. 

In countries where probation extensions are not legally permitted, you’ll need to make a clear decision before the probation period ends — either to confirm the employee’s position or end the working relationship.

If the employee successfully passes probation, congratulate them and take the opportunity to discuss their continued development and responsibilities.

Handle these conversations with empathy, especially if you’re ending someone’s contract. Ensure privacy, follow legal procedures, and provide clarity and professionalism throughout.
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11 questions to ask in a probation review meeting

Consider these 11 questions if you’re developing a new template or want to improve your process. 

1. Which aspects of your role have you enjoyed the most so far?
2. Is the role what you expected when you applied?
3. Do you understand your role’s key responsibilities and parameters?
4. How do you think you’re performing in your role at this stage? 
5. What have your biggest challenges been so far? 
6. Do you feel you’re receiving the support and guidance you need to succeed? 
7. Are there any roadblocks stopping you from doing your job to the best of your ability?
8. How have you found the company culture? 
9. Is there anything you’d like to share feedback on?
10. What are your goals and objectives for the next six months? 
11. How can we assist with your progression and development? 
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‍💡 Keep in mind that some unforeseen questions will likely crop up in the conversation’s natural flow, but it’s always worth preparing a list in advance.

Common challenges in probation reviews & how to overcome them

The problems that managers and HR professionals encounter in probation reviews vary, but common issues tend to arise across the board.
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Bias & subjectivity

Probation reviews can be skewed when managers, HR professionals, or other colleagues hold positive or negative biases toward a new hire. To reduce this risk, invest in leadership training that addresses unconscious bias and use performance management tools that let you build a holistic overview of employee performance from multiple perspectives.
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Technical requirements vs. soft skills

Some new hires may have the necessary technical skills but lack soft skills (e.g., creative problem-solving, communication, or teamwork). Probation review extensions work well in these situations as the gaps can often be addressed with targeted support, like mentorship, coaching, or training.
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No clear performance data available

Depending on your organization’s performance management cycle, approach, and tools, you may have limited new hire data to work with after just three to six months. This can lead to biased decisions based on impressions and hearsay.

Advocate for a continuous performance management system to avoid these issues, and if you find yourself in this situation, speak with the new team member’s colleagues directly to get a well-rounded picture of their performance.
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Employees who aren’t meeting expectations

These conversations are tough, but the most respectful approach is to be candid and transparent. That means speaking calmly, explaining yourself clearly, providing specific examples, and talking openly about what comes next—whether you’re extending the probation period with support or ending the contract. 
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Legal risk management

The legal implications of probation periods differ greatly across the globe. In some jurisdictions, like Germany, for example, employees are less protected from termination during this period than after. In others, like the United States, there are no federal or state laws that prescribe rules for probation periods that apply to all employers.

In any case, a termination can carry legal risk, particularly if the process appears inconsistent or discriminatory. Documenting performance issues in a structured way (for example, through scheduled check-ins during the probation period and after) is key to mitigating risk. HR typically handles these terminations in consultation with internal or external legal counsel.
 

Enhance your probation review process with Leapsome

Leapsome helps you support new hires with confidence.

Our Reviews module streamlines performance management by centralizing feedback on new hires. It gives you a clear, well-rounded picture of their progress and helps you document any performance concerns early on.

Use Leapsome Meetings to structure effective probation review conversations with customizable agendas, reusable templates, and follow-ups. And with Leapsome Learning, you can create tailored training programs that support the onboarding and probation period — and beyond.

With the right tools and approach, probation reviews can be a valuable opportunity for managers and HR professionals to guide an employee’s next steps — whether preparing them for long-term success in their role or offering constructive feedback for their next move.
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⚡️ See the power of Leapsome first-hand

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Disclaimer: This article is for informational purposes only and doesn’t offer legal advice. While we’ve done our best to ensure accuracy and completeness, we can’t guarantee everything is up-to-date or error-free. For tailored advice, we recommend consulting a qualified lawyer or compliance professional.
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Frequently asked questions about probation reviews

What are probation periods in employment contracts?

In an employment contract, a probation period is typically a trial phase for the employer and the new hire to assess mutual fit. These periods usually last between one and six months, depending on company policy and local regulations. For the employer, it’s an opportunity to evaluate the employee’s performance and suitability for the role. For the new hire, it’s a chance to confirm whether the role and work environment align with their expectations.

While on probation, employees may be subject to different terms of employment, such as a shorter notice period. Depending on the jurisdiction, certain employment protections may not apply until the probation period is completed. Organizations should always follow applicable labor laws when setting probation terms.
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Are probation periods legally required?

Probation periods are common in employment contracts but aren’t a legal requirement in the European Union, the United Kingdom, or the United States. Many employers use probation periods to allow for greater flexibility during onboarding and assess long-term fit before confirming permanent employment. However, some jurisdictions place limits on probation periods. For example, the European Union’s 2022 Directive on Transparent and Predictable Working Conditions stipulates that, when used, probation periods should not exceed six months.
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Why are probation periods important?

Probation periods are important as they can be a valuable framework for employers and employees to evaluate long-term fit. For new hires, they represent an opportunity to understand the role’s expectations, assess alignment with their skills and goals, and get a feel for the company culture. For employers, probation periods provide a structured window where they can monitor performance, assess cultural and professional alignment, and identify potential areas for development.