Standard Probationary Employee Evaluation Form to Retain Talent

A standard probationary employee evaluation form is essential for companies today. Because objectively and accurately “scoring” employees will help businesses select the right talent. So how can you build a post-probation review and evaluation sheet that measures accurately? Let’s explore this topic with 1Office in the following summary.

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1. Why is it necessary to review and evaluate employees after their probation?

The probationary period can be compared to a “trial period” between the business and the candidate. This is also a phase for both parties to get to know each other and decide on a long-term commitment. The probationary period also helps employees understand the environment, prove themselves, and determine their potential to commit to the company.

From the company’s perspective, this is also a time for existing team members to get acquainted with the new employee. The manager will monitor, review, and evaluate after the probation to decide if the candidate is truly a good fit for the job and the company.

When the probationary period ends, the company needs to evaluate the candidate’s performance during this period to make a decision on signing an employment contract. Therefore, evaluating probationary employees is one of the crucial processes in recruitment. If a candidate’s evaluation does not reflect their actual capabilities, it will waste money, resources, and effort for both parties.

Read more: What is MBTI? Applying personality tests to evaluate personnel and candidates

2. Criteria needed in a probationary employee evaluation form

Depending on the specific nature of each business and the actual situation, the personnel evaluation framework may vary. One of the most popular methods for quantifying and measuring personnel competency today is the ASK model (an acronym for Attitude – Skill – Knowledge). This model evaluates employees based on three criteria: Knowledge – Skill – Attitude.

2.1 Three important criteria for evaluating probationary employees

• Knowledge: Relates to cognitive ability. Knowledge is the understanding an individual gains through education, training, comprehension, analysis, and application. For example: Professional knowledge, language proficiency, etc.

• Skill: Relates to practical skills. Skill is the ability to turn acquired knowledge into specific actions and practical behaviors in an individual’s work process. For example: Relationship management skills, organizational and time management skills, etc.

• Attitude: Relates to the emotional and affective domain. Attitude is how an individual perceives and reacts to reality, while also demonstrating their disposition and motivation towards work. For example: Sense of responsibility, discipline, etc.

To ensure objectivity and fairness, leaders should collect probationary period evaluations from the department head, the Director, and the probationer themselves. You can also consider feedback from colleagues in the same department/position, etc.

2.2 Some common candidate evaluation criteria in a probationary period evaluation form

a. Evaluating the probationary period through attitude 

• Sense of responsibility: Level of honesty and responsibility towards assigned tasks.
• Proactiveness: Level of enthusiasm and willingness to perform tasks.
• Teamwork spirit: Cooperates and maintains good relationships with colleagues.
• Discipline: Adheres to discipline, performs tasks well, and follows company regulations.
• Work hours: Attendance status, leave, lateness, early departure, time out of office.

b. Evaluating the probationary period by competency

• Aptitude and work ability: Aptitude, process, and results demonstrated while performing assigned tasks.
• Workload: The amount of work completed within the specified time.
• Quality of work: The quality of performance on assigned tasks
• Capability: Whether the assigned tasks are suitable for the candidate’s abilities.
• Job performance status: Level of accuracy and proficiency in performing tasks

c. Future development potential: Predicting future growth potential.

d. Health status: Current health condition and medical history.

Read more: The most effective employee evaluation software today

3. Download the complete probationary employee evaluation form

You can download a free probationary employee evaluation form (Vietnamese and English versions) at the following LINK.

We wish recruiters the best in finding the most suitable candidates for their businesses.

Additionally, you can use the 1Office HR management software solution to increase efficiency and professionalism in your recruitment process.

4. Standard Probationary Evaluation Process in a Business

After the probationary period, the business will conduct an evaluation of the probationary employee to decide whether to continue the employment relationship. After the company approves the employee’s performance evaluation, the next steps in the recruitment process can be summarized as follows:

• At the end of the probationary period, the manager will evaluate the employee and recommend whether to sign an official contract.
• The manager sends the evaluation results to the HR department.
• The HR department submits a report to the business leadership to approve the hiring proposal.
• After receiving leadership approval, the HR department will prepare the contract and send it to the department manager.
• The manager will announce the results of the probationary evaluation and discuss signing the official contract between both parties.

5. Key Regulations Regarding Probationary Period and Salary

Recruiters and candidates should be aware of the probationary period and salary to avoid unnecessary errors.

5.1 Maximum Probationary Period

The probationary period may vary depending on the nature and complexity of the job. However, an employee can only be on probation once for a single job, and the following conditions must be met:

• No more than 60 days for jobs requiring a college degree or higher.
• No more than 30 days for jobs requiring an intermediate vocational or professional degree, technical workers, or professional staff.
• No more than 6 working days for other jobs.

5.2 End of the Probationary Period

• When the probationary period is successfully completed, the business must sign an official labor contract with the employee.
• During the probationary period, either party has the right to terminate the probation agreement without prior notice or compensation if the probationary work does not meet the requirements agreed upon by both parties.

5.3 Notification of Probationary Evaluation

• Within 3 days of the end of the probationary period, the business must notify the employee of the results of their probationary evaluation.

5.4 Probationary Salary

The employee’s salary during the probationary period is agreed upon by both parties. Notably, candidates should remember that the salary must not be less than 85%. Some recruitment process templates in businesses will help you select suitable candidates with an agreed-upon salary.

6. How to Give Feedback to Employees After Probation

Providing feedback after the probationary period is a crucial step in human resource management. This is not just a “performance review” session but also an opportunity for the business to motivate, build trust, and strengthen the relationship with the employee. If feedback is delivered without tact, employees may feel burdened, potentially leading to their departure. However, if done well, it can be a favorable start to a long-term journey.

Principles for effective feedback:

• Base it on specific data and evidence
  Avoid generic comments like “you did a good job” or “you didn’t meet expectations.” Provide figures (KPIs, deadlines, output, work quality) or real-life examples so the employee clearly understands their strengths and weaknesses.

• Combine praise with constructive feedback
  Start with the employee’s achievements before mentioning areas for improvement. This helps prevent the employee from feeling overwhelmed by criticism and allows them to see their value within the team.

• Use encouraging language, avoid judgment
  Instead of saying “you did it wrong,” use phrasing like “you could further improve in this area.” Emphasize solutions rather than mistakes.

• Focus on the future
  Emphasize the “next steps” rather than just dwelling on the current evaluation. Show employees that they have a clear development path.

• Engage in a two-way dialogue
  Give the employee a chance to share their perspective: “What challenges did you face during the probation period? Is there anything the company could do to support you better?” → This helps both sides understand each other better.

Example of positive yet realistic feedback:

“Over the past 2 months, you have successfully completed 90% of your KPIs, especially demonstrating strong teamwork and creative problem-solving skills. An area for improvement is your task processing speed – you sometimes miss deadlines by 1-2 days. In the next phase, the company will support you by enrolling you in a time management course to address this. We believe you can excel even more in the official position.”

7. The Link Between Probationary Evaluation and Talent Retention Strategy

Many businesses view probationary evaluations solely as a means to decide whether to “sign or not sign the contract.” However, in reality, it is also a crucial part of talent management and long-term employee retention strategies.

• Deciding to Sign the Official Contract
  This step reinforces trust. Clear and transparent feedback helps employees feel recognized and secure in their long-term commitment.

• Additional Training and Development
  For promising employees who still need to refine their skills, the company can create a personalized training roadmap. This not only addresses their weaknesses but also makes employees feel invested in.

• Clear Career Orientation
  Based on the evaluation results, managers can determine the most suitable position for the employee (staying in the current role, transferring, or being oriented for promotion). This helps employees see long-term development opportunities instead of just “holding a spot” in the company.

• Building Commitment
  Employees who feel heard and have opportunities to improve and grow are more likely to be loyal. Conversely, if the feedback is superficial and there is no clear roadmap, they will think the company does not value them and are more likely to leave.

• Playing a Role in the Overall HR Strategy
  Businesses retain talent not just with salary and bonuses, but also by showing them a “future” at the company. The probationary evaluation is the first step in affirming this.

Practical Application Example:

• A marketing employee achieves 70% of their KPIs during the probationary period. Instead of letting them go, the company recognizes their creative potential and decides to sign an official contract, accompanied by a training roadmap for data analysis skills. This helps retain the employee and brings long-term value to the business.

1Office – A leading provider of modern HRM software solutions suitable for businesses in Vietnam. With experience in implementing software for many organizations across various sectors, we are confident in bringing you the most optimal solution.

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