Probation policy template
A clear framework for assessing new employees during their probationary period. Covers assessment criteria, feedback processes, confirmation procedures and what happens if expectations aren't met.
Probation policy
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Why you need a probation policy
Probationary periods give both employers and new employees time to assess whether the role is the right fit. For employers, it's an opportunity to evaluate performance, skills and cultural fit before confirming ongoing employment. For employees, it's a chance to understand the role and decide if it meets their expectations.
A clear probation policy ensures this assessment happens fairly and consistently. It sets expectations from day one, provides structured feedback opportunities, and establishes what successful completion looks like. Without a policy, probation periods can become vague or inconsistent across the organisation.
Having a documented policy also provides important legal protections. While unfair dismissal protections are limited during the minimum employment period, you still need to act reasonably and in good faith. A clear policy demonstrates you've given the employee a fair opportunity to succeed.
Key elements your policy should cover
Essential components of an effective probation policy
Probation duration
How long the probationary period lasts and when it applies.
Assessment criteria
What new employees are assessed against during probation.
Feedback schedule
When and how feedback is provided during the period.
Confirmation process
How successful completion of probation is handled.
Extension provisions
When probation may be extended and for how long.
Unsuccessful outcomes
What happens if probation requirements are not met.
What's included in this template
A complete framework for managing probation periods
Purpose & scope
Why probation periods exist and who they apply to.
Policy statement
Core principles of fair probationary assessment.
Probation duration
Standard length and variations for different roles.
Performance expectations
What is expected from employees during probation.
Review meetings
Schedule and format of probationary review meetings.
Feedback and support
How feedback is provided and support offered.
Documentation
Records maintained during the probation period.
Confirmation of employment
Process for confirming permanent employment.
Probation extension
Circumstances where probation may be extended.
Termination during probation
Process if employment ends during probation.
Common probation challenges
How your policy should address typical scenarios
New employee not meeting expectations
If a new employee isn't performing as expected, don't wait until the end of probation to address it. Your policy should include regular check-ins (typically at 1 month, 2 months and before probation ends) where concerns can be raised early. Document specific issues, provide clear feedback, and give the employee a genuine opportunity to improve.
Deciding whether to extend probation
Sometimes an employee shows promise but needs more time to demonstrate they can meet requirements. Your policy should specify when extension is appropriate (e.g., insufficient time to assess due to training delays, illness or role changes), how long extensions can be, and that the employee must agree in writing. Extensions should be the exception, not the rule.
Termination during probation
If you need to end employment during probation, act fairly even though unfair dismissal protections may not apply. Your policy should require documentation of the reasons, a meeting with the employee to explain the decision, and appropriate notice or payment in lieu. This protects against general protections claims and maintains your reputation as a fair employer.
Probation ending without formal review
It's common for probation to end without anyone noticing, leaving employees uncertain about their status. Your policy should require a formal review meeting before probation ends, with written confirmation of the outcome. This creates clarity for both parties and ensures you've made a conscious decision about ongoing employment.
Who should use this template?
Any business that hires employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Probationary arrangements must comply with your applicable modern award or enterprise agreement. Note that the minimum employment period for unfair dismissal claims is 6 months (or 12 months for small businesses). For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment requirements.
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Probation policy FAQ
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific workplace, management structure, and any applicable modern award or enterprise agreement. Ensure procedures align with Fair Work requirements for procedural fairness.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form confirming they have read and understood the policy. Using HR software with policy management can automate tracking of acknowledgements.
- Three to six months is most common. The Fair Work Act sets a minimum employment period before unfair dismissal rights apply (6 months for most employers, 12 months for small businesses). Your probation period and unfair dismissal qualifying period are separate concepts.
- Yes, probation can be extended if documented in your policy and employment contract. Extensions should have clear reasons, specific goals, and defined timeframes. Use extensions for genuine assessment needs, not to delay making difficult decisions. Learn more about managing probation periods.
- Notice requirements depend on your employment contract and the applicable award. Even during probation, the NES minimum notice applies (1 week for less than 1 year of service). Some contracts specify shorter notice during probation — check your specific terms. See our guide on how to terminate an employee.
Related guides
Learn more about implementing this policy
How to conduct a performance review
Step-by-step guide to running effective performance reviews.
Read guideHow to terminate an employee fairly
Fair employee termination covering legal requirements.
Read guideHow to onboard a new employee
Complete onboarding checklist for Australian businesses.
Read guideRelated templates
Complement your probation policy with these related documents
Performance management policy
Ongoing framework for managing employee performance after probation.
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Framework for supporting employee learning and development.
View templateTermination of employment policy
Process for ending employment fairly and compliantly.
View templateDisclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.