Probation extension due to performance concerns letter template
Our Probation Extension Due to Performance Concerns Letter Template addresses performance issues, ensuring fair communication during extension.
- 2 pages / 251 words.
- Last updated 05/05/2025.
- 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 performance concerns 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 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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A letter extending a probationary period due to performance concerns is essential for the following reasons:
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Clarification: It provides clarification to the employee that their probationary period is being extended and the reasons why it is being extended.
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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.
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Expectations: It sets clear expectations for the employee in terms of the performance standards they are expected to meet during the extension period.
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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.
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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.
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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.
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 performance concerns 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 issuing a Probation extension due to performance concerns letter in the UK, there are a few key employment laws that should be considered:
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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.
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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.
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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.
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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.
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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.
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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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Probation extension due to performance concerns 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 performance concerns letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Assess the employee’s performance during the probation period, noting specific areas of concern and any support already provided. | Line Manager | At least 1–2 weeks before probation end date |
| 2 | Hold a probation review meeting with the employee to discuss concerns, give clear examples, and explain the intent to extend the probation period. | Line Manager / HR | 1–2 working days after initial assessment |
| 3 | Draft a probation extension letter outlining the concerns, duration of the extension, expectations for improvement, and review arrangements. | HR | Within 2–3 working days of the meeting |
| 4 | Issue the letter to the employee and ensure they understand the reasons, expectations, and available support during the extension. | HR / Line Manager | Immediately after letter preparation |
| 5 | Track progress, provide regular feedback, and conduct a formal review at the end of the extension to determine final outcome. | Line Manager | Ongoing throughout extension (typically 4–12 weeks) |
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 performance concerns 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.
