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View full libraryConfirm an employee's probation extension in writing, explaining why additional assessment time is required and setting out the objectives, support and review arrangements for the extended period.
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<p>If you are managing employee probation periods, the toolkit brings together practical HR templates covering objectives, support, reviews, assessment and outcomes.</p>
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Confirmation of Probationary Period Extension
Private and Confidential
Further to our probation review meeting on [Meeting Date], I am writing to confirm that your probationary period will be extended to allow further time to assess your progress and provide an opportunity for you to demonstrate that you can consistently meet the requirements of your role.
Reason for the extension
During your probationary period, we have reviewed your progress against the expectations of your role. While [identify areas of satisfactory performance or progress], further improvement or assessment is required in the following areas:
These matters were discussed with you during our review
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A probation extension confirmation letter provides a written record when an employer decides that additional time is needed to assess an employee's suitability for their role. It helps ensure that the employee understands why probation is being extended, what improvement is expected and when a final decision will be made. The letter should be specific to the employee's circumstances and consistent with the employment contract and the organisation's probation policy.
Use this letter where the employee has not yet consistently met the required standards, further training or assessment is needed, or there has not been sufficient opportunity to assess performance fairly. An extension should have a clear purpose and should not be used simply to postpone a decision. Check the contract and company policy to establish whether an extension is permitted and what process must be followed.
The letter should identify the areas that require further assessment, using clear and factual examples where appropriate. It should set out the standards the employee is expected to achieve, how progress will be measured and the timescale for improvement. Avoid vague statements such as “performance needs to improve” without explaining what that means in practice.
Managers should identify the training, coaching, supervision or other support that will be provided during the extension. The letter should confirm the revised probation end date and any interim review dates. The employee should have an opportunity to discuss concerns, explain any barriers to improvement and identify support that may be needed, including reasonable adjustments where applicable.
The letter should explain that the employer will assess progress during the extension and confirm the outcome at the end of the period. Depending on the circumstances, this may be successful completion, a further extension where permitted and justified, or employment ending in accordance with the relevant procedure and contractual requirements. The letter should not suggest that dismissal is predetermined.
A well-prepared probation extension letter helps managers communicate expectations clearly, supports consistent decision-making and provides an auditable record of the process. It should be adapted to the individual case and reviewed with HR where performance, health, disability or other employment-law considerations may be relevant.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation extension confirmation 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 confirmation 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.
Yes, where the contract and applicable company procedure permit it. Employers should have clear conditions for extensions, discuss the proposed extension with the employee and confirm it in writing before the original probation period ends.
There is no universal statutory extension period. The duration should be reasonable for the circumstances and long enough to assess the required improvements. Set a clear revised end date and avoid extending probation without a defined purpose.
This depends on the employment contract and the circumstances. Check whether the contract permits an extension and whether agreement is required. Discuss the proposal with the employee, explain the reasons and seek HR advice if the contractual position is unclear.
Include the reasons for the extension, revised end date, required improvements, support arrangements, review dates and possible outcomes. The letter should reflect what has been discussed with the employee and the provisions of the contract and probation policy.
Potentially, if the required standards have not been met and the employer follows an appropriate process. The decision should take account of the evidence, the employee's response, relevant circumstances and applicable contractual and statutory requirements, including notice.
HRDocBox provides structured, customisable HR templates designed for UK employment processes. AI can help tailor wording, but any document should be checked against current law, ACAS guidance, the employment contract, company procedures and the employee's circumstances.
How this content is developed and reviewed
The Probation extension confirmation 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."
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