Swift Agility · Practical appraisal tools

Put the process behind the letter.

Prepare a PIP, an agreed probation extension or a hearing and decision record. Start with the facts and dates. Entries remain in this tab; print the document before leaving.

Open a saved draft

Draft files may contain employee details. Keep them in a private folder. Opening a draft reads it in your browser; it is not uploaded.

17 items to complete

Record purpose

1. Choose the process and document

Process

Document to prepare

Employer rules

Document date

Public-service rules are a dated template, not a rule for every public employer. Check the relevant service scheme. The termination draft assumes monthly pay; specialist cases need an HR review.

2. People and the record

Employer

Employee name

Employee role

Responsible manager

Targets agreed on

Target agreement reference

Completed appraisal date

Appraisal / review record reference

Appraisal score

Rating scale and threshold

Specific concerns and supporting evidence

3. Dates and support

PIP starts

PIP ends

Support the employer will provide

There is no statutory PIP length. Set a reasonable period for the work and support required. The tool needs an interim meeting before the final review.

Improvement target 1

Observed gap 1

Expected improvement 1

Measure and evidence 1

Interim reviews

17 items to complete for this document.

Choose “Save as PDF” in the print dialog. Check and sign the printed copy.

Document preview

Complete the required entries above. A letter appears here once its dates and records pass the checks.

Sources and how this tool works

Probation clocks: Employment Act 2007, section 42 (up to six months plus up to six with agreement); PSC HR Manual 2016, B.16 (six months, extension up to three, decision at least a month before expiry). This tool requires a consent record for either extension.

Hearing protections draw on sections 41, 43 and 45, Kibuchi (2021) and Red Lands Roses (2025). The as-enacted section 42(1) exclusion should not be used to skip a probation hearing. PIP duration is agreed for the work; 30–90 days is practitioner guidance, not a statutory period.