Probation extension due to absence letter template
Our Probation Extension Due to Absence Letter Template addresses prolonged absence during probation, ensuring fair and documented extension communication.
- 2 pages / 276 words.
- Last updated 14/03/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Probation extension due to absence letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Probation extension
I am writing to inform you that, following a review of your attendance during your probationary period, we have decided to extend your probationary period for a further [insert duration] months. This decision has been made due to concerns about your frequent absences from work, which we believe needs to be addressed before we can consider you for a permanent position.
We appreciate that you have been absent due to various reasons, including illness or other personal circumstances. However, we have noticed that
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An extension letter clarifies the probationary period's extension reasons, holds the employee accountable for their absence impact on performance, and sets clear attendance expectations. It reassures the employee of support and serves as a formal record for evidence.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after a decision is made.
Compliance
Compliance
This Probation extension due to absence letter template incorporates relevant UK laws and HR standards, including those listed below:
In the UK, completing a probationary period does not have any legal effect in and of itself. The probationary period is a contractual agreement between the employer and employee, and its purpose is to allow both parties to assess whether the employee is suitable for the role.
When extending an employee's probation due to absence, there are several UK employment laws and regulations to consider. Some of the key employment laws to consider include:
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The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the decision to extend the probation due to absence does not discriminate against any employee based on any of these characteristics, including any disabilities or health conditions that may have contributed to their absence.
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The Employment Rights Act 1996: This law sets out the requirement for employers to provide employees with written reasons for any dismissal, including dismissal during a probationary period. If an employee's probationary period is being extended or they are being dismissed following unsuccessful completion of their probation, the employer must ensure that they provide written reasons for their decision.
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code sets out best practice for handling disciplinary and grievance procedures in the workplace. Employers should ensure that they follow the code's guidance when extending an employee's probation due to absence, including providing clear and concise information about the reasons for the extension, the duration of the extension, and any support that will be provided to help the employee successfully complete their probation.
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The employee's contract: Employers should ensure that the terms of the employee's contract are reflected in the decision to extend the probation, including any agreed probationary period and any relevant terms and conditions of employment.
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The Data Protection Act 2018: This law sets out the requirements for processing personal data, including employee data. Employers should ensure that they are complying with data protection requirements when extending the probation and that they obtain the employee's consent to process their personal data.
It is important for employers to ensure that the decision to extend an employee's probation due to absence is fair, consistent, and compliant with all relevant employment laws and regulations. Employers should provide clear and specific guidance to the employee on what they need to do in order to successfully complete their probationary period and what will happen if they fail to do so. Employers should also provide the employee with any necessary support or accommodations to help them successfully complete their probation. Finally, employers should ensure that the employee has had the opportunity to ask any questions or raise any concerns about the decision to extend their probation.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Probation extension due to absence letter template, to understand the workflow.
Probation review form
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Probation review meeting invitation letter
Our Probation Review Meeting Invitation Letter Template schedules structured discussions, ensuring clarity and preparation for employee evaluations.
Timings
Timings
Follow these best practice actions to get the most from the Probation extension due to absence letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing (Days from Decision) |
| 1 | Review Absence Records: Assess the employee's absence record during the probationary period. | HR / Supervisor | N/A |
| 2 | Document Absence Concerns: Create a thorough record of the employee's absence patterns and impact on performance. | HR / Supervisor | Day 1 |
| 3 | Meet with Employee: Arrange a meeting to discuss the concerns and consider the need for a probation extension. | HR / Supervisor | Day 2 |
| 4 | Prepare Probation Extension Letter: Draft the letter outlining reasons, new probation end date, and expectations. | HR / Legal Team | Day 3 |
| 5 | Issue Probation Extension Letter: Provide the letter to the employee during the meeting to extend the probation. | HR / Supervisor | Day 4 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Probation extension due to absence letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
