Template: Probation Period Review Invitation
A brief, professional email inviting an employee to a formal probation review meeting. Specify the date, time, location, and purpose. This triggers documentation of performance during the trial period and confirms next steps—renewal, extension, or termination.
The probation period (Probezeit) in Switzerland typically lasts 3 months but may be extended to 6 months by written agreement. Around week 8–10, you should invite the employee to a structured review conversation.
This template keeps the tone direct and fair. It signals seriousness without threat and gives the employee time to prepare. Document the outcome in writing afterward.
Email template
Subject: Probation Review Meeting – [Employee name] Dear [Employee name], As agreed in your employment contract, we will hold a formal probation review meeting on [date] at [time] in [location/video call]. The purpose is to discuss your progress, strengths, and areas for development during your first [3/6] months with us. We will also confirm next steps—whether your employment continues as planned.
Please bring any notes or feedback you would like to share. If you have concerns or need to reschedule, please let me know by [date, at least 5 working days before]. Best regards, [Your name] [Your title] [Company name]
What to customize
Adjust dates, times, and location. Be specific: 'Tuesday, 15 January at 10:00, Meeting Room B' is clearer than 'next week'.
Insert the agreed probation length (3 or 6 months). If you plan to extend, note that separately and confirm the new end date in the meeting, then document it in writing.
- Employee's full name and correct spelling
- Your name, title, and company name
- Date, time, and place (office or video platform)
- Probation duration (3 or 6 months)
- Deadline for the employee to request a change to timing
- Your email address and phone number for easy contact
After the meeting
Within 2–3 working days, send a brief written summary: performance areas covered, any agreed improvements, and the decision (probation ends on schedule, extended to [date], or terminated per notice period).
If you decide to continue, no further formal letter is needed unless terms change. If you extend or terminate, that decision must be documented and communicated in writing with the correct notice period.
- Keep notes of what was discussed and any agreements made
- If extending probation, state the new end date and grounds in writing
- If terminating, confirm notice period: check employment contract (often 7 or 14 days during Probezeit)
- In a canton with a sectoral collective agreement (GAV), verify minimum notice rules apply
- Send all correspondence dated and archived for your records
- Do not delay; communicate the outcome clearly within 3 working days
Frequently asked questions
- What if the employee wants to extend probation?
- Probation may be extended up to 6 months total only by written agreement *before* the initial end date. Both you and the employee must sign. If you want to extend, propose it at or before the review meeting and confirm the new date in writing the same day.
- Can I terminate during probation without cause?
- Yes. During Probezeit, either party may terminate with shorter notice (typically 7 or 14 days; check your contract and any applicable GAV). You do not need grounds, but you must give written notice respecting the notice period and must not breach discrimination law.
- Must I hold a formal meeting, or can I decide by email?
- A face-to-face or video conversation is best practice and fairer. It allows you to discuss performance two-way and gives the employee a chance to respond. However, the law does not mandate a meeting; what matters is that you communicate your decision clearly and in writing, with proper notice.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.