Probation Review Checklist for UK Employers

This is the checklist we use inside ProbationWatch to structure every review form. Print it, copy it into a template, or run reviews through the product directly — what matters is that every review hits the same nine points.

The Nine Points

1. Date and day count — the calendar date and the probation day number (e.g. Day 165). 2. Reviewer — your name and role. Add a second attendee if appropriate. 3. Employee — full name and role. 4. Summary — two to four sentences on overall performance. 5. Specific observations — at least three dated, observable items. 6. Feedback given — what was said, in the words used. 7. Employee response — what they said back, as close to verbatim as you can. 8. Decision — pass, extend, or exit. With reasons. 9. Next steps and next review date — what changes by when.

What to Do Before the Meeting

• Re-read the job description and any earlier review notes.
• Collect three to five specific examples, each with a date.
• Write a draft summary so you don't drift in the conversation.
• Confirm the meeting in writing — even a short message counts.

What to Do During the Meeting

• Lead with the summary so the employee knows where you are.
• Give specific feedback — examples, dates, what good looks like.
• Let the employee respond before deciding anything.
• If you're escalating to a possible dismissal, pause and get advice.

ProbationWatch runs your review at the right day with all nine fields pre-loaded. Start free →

What to Do After the Meeting

• Write the record the same day — before the conversation drifts.
• Share it with the employee. Invite written corrections.
• Seal the record once it reflects what was actually said.
• Schedule the next review on the calendar.

Note: This checklist is general guidance. It does not replace legal advice for specific situations — particularly dismissals, grievances, or anything involving protected characteristics.

Frequently Asked Questions

How often should I run probation reviews? For a six-month probation: Day 30 check-in, Day 90 review, Day 150 formal review, and Day 175 decision review. ProbationWatch prompts automatically at Day 150, 165, and 175 as the threshold approaches.

Do I need a second attendee at a probation review? Not legally required, but strongly recommended when the conversation could lead to dismissal. A named second attendee adds an independent witness to the record.

Can a probation review be done by email? It can be supplemented by email, but a formal review should be a conversation. Email-only reviews look procedurally weak at tribunal.