Missed probation review deadline: what should employers do?

A missed probation review deadline can leave a manager unsure what to do next. Concerns remain about an employee’s progress, but the original end date has passed. Before sending an extension letter, establish what the contract allows and what has already been communicated.

Start with the contract and the timeline

Check the probation clause, any extension conditions, earlier letters and the relevant policy. Build a short timeline of the original end date and decisions actually communicated. A general statement that every missed review automatically means a pass can be misleading: the position needs assessment against the particular terms and facts.

Acas guidance on extending probation says an extension should be confirmed before the original period ends and warns that missing this can breach the contract. If the deadline has already passed, take advice on the current contractual position before proposing changes. Do not backdate a decision.

Make the next meeting useful

Write down the specific work that needs improvement. Replace a broad concern such as “not ready” with a practical example and the standard expected. Give the employee a chance to respond and explain any training or support they need. Read Acas guidance on probation review meetings.

Our practical recommendation is to leave the meeting with an owner for each agreed action and a realistic date to check progress. If a manager is absent, name cover for the review. The employee should know who will answer questions rather than waiting for an unavailable manager.

Missed probation review deadline: manager checklist

• Check the exact contract wording and communications before deciding the next step.
• Record specific concerns, the employee’s response and the support discussed.
• Confirm any agreed arrangements accurately and arrange the next review.

An employment status label in a system does not decide contractual rights. A reminder can help someone act on time, but the manager still needs to make and communicate an appropriate decision. Review where probation checks sit in your onboarding process.

If you have missed a review date, explore EPL’s practical HR support or contact Employee Passport with the contract and timeline so we can help you work through the next step.

Employee Passport editorial team. Guidance checked 16 October 2026. General information for employers in Great Britain; individual circumstances and contractual terms require assessment. This article uses a recurring manager question and does not describe an identifiable client or claim a client outcome.