What is a probation period?
So, let’s say you’ve just made the decision to hire a brand new team member; perhaps an exciting young graduate, an experienced industry stalwart, or maybe someone who just seemed the perfect culture fit. You’re excited… but how do you know she’ll deliver on the role and fit your team? That’s where a well-structured probation period comes in.
What is a probation period in the UK?
Quite simply, in the UK, probation period arrangements are essentially a ‘trial period’. New recruits get a set period of time to prove they’re actually equipped to do the job you hired them for, and you can use that time to make sure they’re a ‘good fit’ for your business.
How long is a probation period?
The probation period starts at the point your new employee starts, from day one, and is usually between 3 to 6 months long.
The duration of the probation period depends on the type of contract, the role and the work itself. The more technical or senior the role, the longer you may wish it to be, so you can get a really good idea of the candidate’s aptitude for the complexities of the role. Probation periods can be extended if you need more time to decide; they’re not fixed in stone, and we’ll dig into that in a little more detail later in this article.
What does HR need to do for a probation period?
HR plays a key role in setting up a structured and fair probation process. That includes designing any review forms, helping define expectations, and making sure key check-ins are scheduled. HR will also support the manager throughout the process, particularly with tricky conversations or if performance issues come up.
The day-to-day responsibility, though, usually sits with the manager. They’ll need to set clear goals and expectations, hold regular 1:1s, and give feedback early and often. Getting to know the employee and understanding their working style can help spot any barriers to success and make reasonable adjustments if needed.
Remember, probation periods go both ways, the employee is also deciding whether your business is the right fit for them.
How to manage a probation period
Regular one-to-one meetings will help you identify any concerns early on (from both parties) and save you time in the long run. Keeping in touch with any new employees in their probation period is key to a good working relationship in the long term.
Follow each probation meeting conversation with written notes: this will highlight good management of the process and identify key tasks to work on. It’s also good to ensure there’s mutual understanding and agreement between you as HR and the new employee being onboarded.
Being prepared, knowing exactly what you want your employee to do, and communicating clearly is a great way to get the best out of all staff, especially new ones. Managing poor performance at work is always difficult, but much easier with communication and strong processes.
Following a ‘probation review form’ (a template we can help with!) is a good way to ensure you’re fair and consistent in your approach. Having a process to follow will enable your communication to be clear and precise.
How to extend a probation period
In some cases, you may need more time to assess your new recruit even after the normal probation period is over. That’s not a problem—as long as it’s handled correctly.
You’ll need to issue a probation extension letter that clearly explains the reasons for the extension, includes any relevant feedback, and sets out the next steps. Most extensions last between 1 and 3 months, but it’s important to check the employee’s contract first; there’s often a clause that sets the maximum length of any extension.
During the extended probationary period, you should hope to see improvements in performance; we find that most often, you will notice improvements and the employee will stay in the role they were hired for.
Extending probation can be unsettling for you as HR and of course the new employee. So, it’s important that you make every effort in the probation period extension letter to be clear about:
The reasons why you have extended the probation period
How long the extension will last for
The specific improvements you expect to see by the end of the extension period
Any extra support or training you will be able to provide
You’ll need to manage expectations throughout the probation period and its extension. It’s crucial you let the employee know the likelihood that you will terminate their contract, for example, if they fail their probation because your standards aren’t met.
The right to this probationary extension should be written in the initial contract of employment (again, we can help you with this).
How to handle dismissal during a probation period
You can normally jump straight into dismissal... however, it’s important to approach this carefully. If there’s been some progress or if external factors have prevented the employee from fully settling into the role, then a short extension may be a better option. But if it’s clear their performance is unlikely to meet the standard, extending the probation just delays a difficult decision.
Before ending a probation period, think carefully about the legal risks, particularly if the dismissal could be linked to issues like sickness or pregnancy. Employees don’t need two years’ service to claim unfair dismissal in cases involving discrimination or health and safety concerns. If you’re unsure, speak to our team before taking action—it could save you time and cost later.
It’s also worth making sure your employment contract includes a clear probation clause with a shorter notice period. If you decide you do have to let the employee go, you should send them a termination of employment letter. Also, you must pay their statutory notice period of 1 week, unless your contract states otherwise.If the thought of probation periods leaves your head spinning, don’t worry, we can help.
We can work with you on a HR Pay-As-You-Go basis with no long-term commitment or contract.
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