Onboarding
Probation Period Review Email Email Template
Notify an employee about their upcoming probation review with performance expectations and meeting details.
When to use this template
An employee is approaching the end of their probation period and you need to schedule a formal review meeting, outline the evaluation criteria, and set expectations for the conversation.
Example subject line
Probation Review Meeting — Scheduled for April 11, Performance Discussion
Tips for writing this email
- State the probation end date and the scheduled review meeting date, time, and format — in-person or video call.
- Outline the key performance areas that will be evaluated, such as quality of work, collaboration, attendance, and alignment with company values.
- Encourage the employee to prepare a self-assessment or list of accomplishments and challenges from the probation period.
- Reassure the employee that the review is a constructive conversation, not just a pass-or-fail judgment.
What to avoid
- Do not spring the review on the employee — give at least one week of advance notice so they can prepare.
- Avoid using threatening language that makes the employee feel their job is at risk before the review has even happened.
- Do not skip the review just because the employee seems to be doing well — formal documentation protects both parties.
- Avoid vague evaluation criteria — be specific about what success looks like in the role during the probation period.
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Generate This EmailFrequently Asked Questions
How long is a typical probation period?
Most probation periods are 90 days, though some companies use 30, 60, or 180 days depending on the role complexity. The length should be stated in the offer letter or employment contract.
What should an employee prepare for a probation review?
A self-assessment covering key accomplishments, challenges faced, skills developed, and questions about the role going forward. Having specific examples ready makes the conversation more productive.
Can an employee be terminated during probation without a review?
Legally this depends on the jurisdiction and employment contract, but best practice is to always conduct a formal review. It provides documentation, ensures fairness, and reduces legal risk for the employer.
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