Free policy template · Word

Probation Policy

A probation policy defines the trial period for new employees — its length, the reviews held during it, how confirmation is granted, when probation can be extended, and what notice applies if things do not work out. It helps managers decide confirmation on evidence rather than leaving it to drift.

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[Company Logo][Company Name]

PROBATION POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources

1. Purpose

Probation allows [Company Name] and a new employee to assess mutual fit. This policy sets fair, consistent rules for reviewing probationers and deciding confirmation.

2. Scope

It applies to all new employees on permanent roles. Internal promotions with a role probation are covered by the Promotion Policy.

3. Definitions

Probationer: an employee serving the probation period.
Confirmation: written acceptance of the employee into permanent employment.
Extension: a one-time lengthening of probation.

4. Policy

Grade	Probation Period	Notice During Probation	Notice After Confirmation
[Grade]	[Number] months	[Number] days	[Notice Period]
[Grade]	[Number] months	[Number] days	[Notice Period]
[Grade]	[Number] months	[Number] days	[Notice Period]

Probationers are reviewed at the mid-point and at least [Number] days before probation ends.
Confirmation is based on performance against agreed goals, conduct, attendance and fit with company values.
Probation may be extended once by up to [Number] months, with reasons and an improvement plan given in writing.
Confirmation is effective only on issue of a confirmation letter.
Probationers are entitled to [Number] days of leave during probation; statutory benefits such as PF and ESI apply from the date of joining.
If performance or conduct is unsatisfactory, employment may end with notice as per the table above, after the employee has been told of the concerns and given an opportunity to respond.

5. Procedure

HR sends review reminders to managers at mid-point and [Number] days before the end date.
The manager completes the probation review form and discusses it with the employee.
HR verifies attendance and conduct records.
HR issues a confirmation, extension or separation letter before the probation end date.

Employee Name
Employee ID
Date of Joining
Probation end date
Goals achieved
Areas for improvement
Recommendation: Confirm / Extend / Not confirm
Manager signature and date

6. Responsibilities

Manager: set goals, give feedback and recommend on time.
HR: track dates, issue letters, ensure fairness.
Employee: seek feedback and act on it.

7. Non-compliance

Managers who fail to complete reviews will be escalated to the Department Head. Where no letter is issued, HR will follow up immediately so the employee's status is clarified.

8. Review & Approval

HR will review this policy annually.

Prepared by
[HR Name]
Human Resources

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

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What this template includes

Probation length by grade — usually [Number] months
Mid-probation and final reviews — documented feedback
Confirmation criteria — performance, conduct, attendance
Extension rule — once, with written reasons and an improvement plan
Notice during probation — shorter period, both sides
Written confirmation letter — the employee's status is never ambiguous

When to use it

Probation periods end without anyone issuing confirmation letters
Managers want to extend probation for under-performing joiners
Clarifying shorter notice periods during probation
Standardising leave and benefit eligibility for probationers

How to customise this template

1Set probation length by grade
2Insert your review form and timelines
3Decide maximum extension length
4Align notice period with your appointment letters
5Decide which benefits start from day one versus on confirmation

HR tips

Hold the mid-probation review — it is the best chance to correct course
Do not let probation lapse silently; issue a letter either way
Give specific reasons in an extension letter
Statutory benefits like PF and ESI apply from day one regardless of probation

Standing orders and the Labour Codes may regulate probation and termination of probationers in some establishments. Review this template against them and with legal advice.

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Frequently asked questions

What is the normal probation period in India?+

Three to six months is common for most roles, and sometimes longer for senior or specialised positions. Standing orders may set limits for workmen.

Does an employee become confirmed automatically after probation?+

It depends on the appointment letter. Some say confirmation requires a written letter; others treat the employee as confirmed if nothing is communicated. Make the rule explicit.

Can probation be extended?+

Yes, if the appointment terms allow it. Extend it in writing before the original probation ends, with reasons and a clear improvement plan.

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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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LEAVE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[Version]
1. Purpose
This policy sets out the types of leave available to employees of [Company Name], how leave is earned, applied for and approved, and how unused leave is treated, so that employees can rest and attend to personal needs while business continuity is maintained.
2. Scope
This policy applies to all employees on the rolls of the company at all locations, including probationers, unless their appointment letter states otherwise. Where state laws, standing orders or settlements provide more favourable terms, those terms will prevail.
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ATTENDANCE POLICY
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[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
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This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
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OVERTIME POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
[Date]
Policy Owner:
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This policy sets the rules for approving, recording and paying overtime (OT) at [Company Name] so that extra work is planned, fairly compensated and kept within legal and safe limits.
2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
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WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] is an office-first organisation. This policy allows employees to work from their residence on an occasional basis while ensuring business continuity, availability and protection of company information.
2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
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REMOTE WORK POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
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Policy Owner:
Human Resources
1. Purpose
This policy sets out the terms on which [Company Name] engages employees who work permanently from a location other than a company office, so that remote employees are productive, connected, secure and treated equally with office-based colleagues.
2. Scope
It applies to employees whose appointment letter or a written amendment designates them as 'Remote', with a specified Remote Work Location in India. Occasional work from home and hybrid arrangements are covered by separate policies.
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HYBRID WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] follows a hybrid model that combines in-person collaboration with focused remote work. This policy sets a clear, common rhythm so teams get the benefit of both.
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