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View full libraryOur Probation Extension Confirmation Letter Template addresses extended probation, ensuring clarity and communication for both employer and employee.
If you wish to extend the probationary period of an employee, issue this model probation extension letter template to them.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Probation extension
I am writing to you further to our meeting held on [date] in connection with your probationary period.
As you are aware, during the course of your probationary period it was necessary for [name of individual] to speak to you on [date] in connection with your [performance/conduct], which was viewed by the organisation as unsatisfactory. You were subsequently given a chance to improve during the remainder of your probationary period [and were given further [coaching/training] ]. Despite this support, you have still not yet met the standards that the organisation requires for employees of your position. Your [performance/conduct] has fallen short of the required standards in the following ways [define details of how and why performance/conduct has fallen
Need the complete Probation process?
Explore the Probation templates toolkitUse 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.
A probationary period may be extended for various reasons, such as:
Performance issues: The employer may extend the probationary period if the employee has not met the expected performance standards during the initial probationary period. This gives the employee more time to improve their performance and meet the required standards.
Behavioural issues: The employee's behaviour may be a cause for concern, such as consistently failing to follow company policies or exhibiting inappropriate behaviour in the workplace. An extension can be granted to allow the employee time to improve their behaviour and demonstrate a commitment to the company's values.
Training: In some cases, the employee may require additional training to perform their job effectively. An extension can be granted to allow the employee to complete the required training and demonstrate that they have acquired the necessary skills to perform their job.
Illness or absence: If the employee has been absent from work due to illness or other reasons during their initial probationary period, an extension can be granted to allow them more time to demonstrate their skills and meet the required standards.
Change in role or responsibilities: If the employee's role or responsibilities have changed during their probationary period, an extension can be granted to allow them time to adjust to their new role or responsibilities and demonstrate their ability to perform in the new role.
It is important to note that a probationary period extension is not a disciplinary action and does not necessarily mean that the employee's employment is in jeopardy. It is an opportunity for the employee to demonstrate their skills and commitment to the organisation.
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.
Our Probation Review Meeting Invitation Letter Template schedules structured discussions, ensuring clarity and preparation for employee evaluations.
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 confirmation 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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