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HR Guide: Probationary Period Tips and Templates

Nikki Blog
by Nikki Blog
Jul 14, 2020 at 3:01 PM

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Did you know that almost one out of five new employees fail to get past their probationary period? In this article, we'll explain a few tips on managing employees that are undergoing probationary periods.

If you have not read it yet, please check out our previous article explaining everything you need to know on the probationary period in Malaysia.


Why the probationary period is a must

It's almost impossible to have a perfect hiring process. Especially if your recruitment process is standard which usually ends with a job interview or practical assessment. No matter how thorough the hiring process is, you can still end up hiring an underperforming employee or one that does not fit your organisation.

The most important thing about the probationary period is that it gives you the chance to assess new hires on the job, for at least 3 months or more. 

This is what the probationary period does, it helps you discover the flaws of the new hires. Some of these problems are:

  • Failure to deliver the performance or skills they promised during the interview.
  • Poor attendance or timekeeping.
  • Does not fit with the organisational culture or incompatible personality.

Probationary periods allow you to handle the relationship with flexibility, so you can address these problems before giving the new hires a permanent position.


Extension of the probationary period

If you believe that the new hire deserves a second chance or needs more time to settle in with the company, you can give them the opportunity to improve by extending the probationary period. 

In Malaysia, there is no legal “minimum” or “maximum” probationary period that needs to be imposed although a probationary period in the range of 3 – 6 months is normal.

Read more : HR Guide: Probation Extension Tips with Templates


Managing new hires during probation

Remember, the actual purpose of the probationary period is to bring an effective employee on board.

So, ensure that you support new hires by:

  • Understanding what is expected from them during the probation period and after.
  • Developing the knowledge and skills needed to perform their new role, through training and support.
  • Addressing problems with their performance before the probation period ends.

A probationary period should end with a review meeting between the employee and their supervisor/manager. This is where you can assess how well the new hire is performing, what their training needs are, and whether they're a good fit for the company. 


Probationary period letters and templates

New Hire Probation Letter
To let new employees know that they are on a probationary period
Download Here

Probation Letter

Confirmation Letter
A confirmation letter after a successful probation period
Download Here

Probation Letter

Extension of Probation Letter
Letting the employee know their probation period is extended after unsatisfactory performance
Download Here

Probation Letter

Termination Due to Non-confirmation Letter
Termination of employment after the employee failed the extension of probationary period.
Download Here

Probation Letter



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