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Our Probation Extension Due to Performance Concerns Letter Template addresses performance issues, ensuring fair communication during extension.
[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 performance during your probationary period, we have decided to extend your probationary period for a further [insert duration] months. This decision has been made as we have identified performance concerns that need to be addressed.
We appreciate that you have made some progress since starting with us, but there are still some areas where we feel that you need to improve in order to
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For more value, this is also found in our Full library and Probation templates toolkit
A letter extending a probationary period due to performance concerns is essential for the following reasons:
Clarification: It provides clarification to the employee that their probationary period is being extended and the reasons why it is being extended.
Accountability: It helps to hold the employee accountable for their performance and the impact it has had on their ability to meet the requirements of the role.
Expectations: It sets clear expectations for the employee in terms of the performance standards they are expected to meet during the extension period.
Support: It provides reassurance to the employee that they will be receiving the necessary support and guidance to help them improve their performance and meet the requirements of the role.
Consequences: It also serves as a formal warning that the employee's performance is not acceptable, and that failure to improve may result in termination of employment.
Record-keeping: It serves as a formal document that can be kept on file for record-keeping purposes, providing evidence of the decision to extend the probationary period and the reasons why it was necessary.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation extension due to performance concerns letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Our Probation Review Meeting Invitation Letter Template schedules structured discussions, ensuring clarity and preparation for employee evaluations.
Use these best practice actions, recommended timescales and process stages to understand when and how the Probation extension due to performance concerns letter should be used, helping ensure each step is handled consistently and appropriately documented.
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 issuing a Probation extension due to performance concerns letter in the UK, there are a few key employment laws that should be considered:
Employment Contracts: The employment contract should be reviewed to ensure that it allows for the extension of the probationary period and specifies the conditions that must be met for the extension to be granted.
Unfair Dismissal Law: Employers must ensure that any decisions made regarding probation extensions are not discriminatory or unfair. If an employee has been employed for less than two years, they do not have the right to claim unfair dismissal, but employers should still ensure that they are not unfairly dismissed on other grounds.
The Equality Act 2010: Employers must not discriminate against employees on the grounds of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Any probation extension due to performance concerns should be applied fairly and objectively to all employees.
Notice Periods: Employers should also consider the notice period required for extending the probationary period. This may be outlined in the employment contract or in the company's policies and procedures.
Performance Management: Employers must ensure that employees are given adequate support and guidance to improve their performance. Any decision to extend a probationary period due to performance concerns should be made in the context of the company's performance management processes.
Right to Appeal: Employees have the right to appeal any decision to extend their probationary period. Employers should have a process in place for employees to raise any concerns they may have and for these concerns to be addressed.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Probation extension due to performance concerns letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing probation processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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