Probation Review Record

Educational guidance on training documentation — records, matrices and registers employers use to keep track of who has been trained. Connected to workplace training, employment documents and workplace safety. Informational only — a documentation guide, not legal advice, not certified training and not proof of competence; employers remain responsible for accuracy and compliance.

What a probation review record is

A probation review record is a written note of the review meetings held with a new employee during their probation. It documents how the worker is settling in, the feedback and instruction they were given and any actions agreed by both sides.

This is an educational outline of what such a record usually contains. It documents that a review took place — it does not measure or prove competence, and it is not a compliant template or legal advice.

What a probation review record is for

• To keep a clear note of what was discussed at each probation review.
• To record training and instruction given and support offered during probation.
• To capture actions agreed, expectations set and any concerns raised.
• To document the outcome of the probationary period when it concludes.

Who uses a probation review record

• Line managers and supervisors holding the review with the new starter.
• The new employee, who can see what was discussed and agreed.
• HR or people teams keeping a consistent note across new starters.
• The employer, who relies on it as an internal record of the process.

What a probation review record typically contains

• The employee’s name, role, start date and the review date.
• A summary of progress against the role’s expectations.
• Training, instruction and support given during the period.
• Actions agreed, areas to develop and any concerns noted.
• The reviewer’s name and the outcome of the review.

How it is created and maintained

A reviewer usually completes the record during or shortly after each probation conversation, noting what was discussed while it is fresh. A simple, consistent layout helps the same points be covered for every new starter.

It is an internal note, kept alongside the employee’s other onboarding records, not a formal assessment or a statement of competence.

How it is kept up to date

• A fresh entry is added at each scheduled probation review.
• Actions from the previous review are revisited and updated.
• The final entry records the outcome when probation concludes.
• Older entries are left unchanged so the history stays accurate.

Data protection & confidentiality

A probation review record contains personal information about an individual, so it should be held securely and seen only by those with a genuine reason, such as the manager and HR.

How personal data must be handled is set by data protection law and your own policies, which vary by jurisdiction. This page does not give legal advice on data protection.

Exporting, editing & sharing as a PDF

A probation review record is often kept as a document that can be edited as the probation progresses and exported as a PDF for the employee’s file or to share the agreed actions.

A PDF is a convenient fixed copy of what was discussed and agreed. It remains an internal record of a review — it does not certify the employee or prove competence.

Retention (general)

Employers usually keep probation review records for a period after the employment relationship, in line with their own policies and any applicable law.

How long records should be kept varies by jurisdiction and circumstance. This page does not state retention periods; decide retention against your own policy and applicable law.

Common mistakes to avoid

• Recording only an outcome with no note of what was actually discussed.
• Treating the record as proof the worker is competent, rather than a note of a review.
• Failing to revisit and update actions agreed at earlier reviews.
• Storing a record with personal details where others can casually see it.

Who is responsible / a record is not proof of competence

The employer is responsible for managing probation, for any training given, for judging whether expectations are met and for keeping accurate records. This guide is an educational explanation of what a probation review record usually contains.

A completed record documents that a review and any training happened — it is not proof of competence, authorisation or compliance. HRHelperG does not issue certificates or qualifications and does not make this judgement for the employer.