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A probation extension letter for confirming that an employee's probationary period will be extended because they have not yet consistently met the required performance standards, while setting out the areas for improvement and the support that will be provided.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Extension of probationary period
Following your probation review meeting on [date], I am writing to confirm that your probationary period will be extended from [current end date] to [new end date].
The purpose of the extension is to give you additional time and support to demonstrate the level of performance required for your role.
Performance concerns
During your probationary period, we have identified some areas where your performance has not yet consistently met the requirements of your role.
The main areas of concern are:
These concerns have previously been discussed with you on [dates / occasions], and [briefly describe any feedback, coaching or support already provided].
We recognise that you have also made progress in a number of areas, including [examples of positive progress], but we need to see further and more consistent improvement in the areas outlined above before your probation can be successfully completed.
Required improvement
During the extended probationary period, you will be expected
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Where an employee has made some progress during probation but has not yet demonstrated the required level of performance consistently, extending the probationary period can provide additional time to address identified concerns. This letter provides a clear written record of the decision, the improvements required and the support available.
The letter sets out the specific performance concerns that remain outstanding, using factual examples wherever possible. This helps the employee understand why further time is considered necessary rather than leaving them unclear about the reasons for the extension.
An effective extension should establish what the employee needs to demonstrate during the additional period. The letter can record specific objectives, standards, deadlines and behaviours so that both the employee and manager have a clear basis for assessing progress.
The extension should be about giving the employee a reasonable opportunity to improve, not simply delaying a decision. The letter can identify additional training, coaching, supervision, resources or regular review meetings that will support the employee in meeting the required standard.
The letter confirms when the extended probation will be reviewed and explains the possible outcomes. It should avoid suggesting that termination is inevitable, as the employee's progress during the extension should be considered before a final decision is made.
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.
A practical letter inviting an employee to a probation review meeting to discuss their progress, performance, conduct, attendance and overall suitability for the role before the probationary period ends.
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.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Potentially, provided the contractual arrangements allow it. The employer should check the employment contract and any probation policy before extending the period and should communicate the new end date and expectations clearly to the employee.
There is no universal statutory extension period. It should be long enough to give the employee a genuine opportunity to demonstrate the required improvement while remaining proportionate to the concerns and circumstances. The revised review date should be made clear in writing.
Yes, where the employee has not yet consistently demonstrated the required standard and an extension is permitted by the contractual arrangements. The employer should explain the specific concerns, agree what improvement is required and provide appropriate support.
No. An extension should provide additional time to assess progress and support improvement. The eventual outcome should be based on the employee's performance and circumstances during the extended period rather than being predetermined.
The employer should consider whether the employee's disability may be relevant to the performance concerns and whether reasonable adjustments are required. Depending on the circumstances, this may include obtaining occupational health advice or adjusting the way performance is assessed or supported.
AI can produce a generic probation extension letter, but it may overlook the distinction between extending probation as an opportunity to improve and treating the extension as an automatic step towards dismissal. HRDocBox templates are structured around practical UK HR processes, helping employers document specific concerns, expectations, support and next steps while leaving the final outcome open to proper consideration.
How this content is developed and reviewed
The Probation extension due to performance concerns letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
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 HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"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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