Probation extension confirmation letter template
Template implementation:
Legal compliance
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Document sequence
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Best practice timings
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Our 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
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Legal compliance
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.
There are several employment laws and regulations to consider. Some of the key employment laws to consider include:
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The Employment Rights Act 1996: This law sets out the requirement for employers to provide employees with written reasons for any dismissal, including dismissal during a probationary period. If an employee's probationary period is not being extended or they are being dismissed following unsuccessful completion of their probation, the employer must ensure that they provide written reasons for their decision.
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code sets out best practice for handling disciplinary and grievance procedures in the workplace. Employers should ensure that they follow the code's guidance when issuing the letter, including providing clear and concise information about the reasons for the probation extension and the duration of the extension.
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The employee's contract: Employers should ensure that the terms of the employee's contract are reflected in the letter, including any agreed probationary period and any relevant terms and conditions of employment.
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The Data Protection Act 2018: This law sets out the requirements for processing personal data, including employee data. Employers should ensure that they are complying with data protection requirements when issuing the letter and that they obtain the employee's consent to process their personal data.
It is important for employers to ensure that the probation extension confirmation letter is accurate, up-to-date, and compliant with all relevant employment laws and regulations. The letter should be written in clear and understandable language and should be provided to the employee in a format that is accessible to them.
Employers should ensure that the employee has had the opportunity to read and understand the letter and that they have been given the opportunity to ask any questions or raise any concerns.
Employers should also provide the employee with clear and specific guidance on what they need to do in order to successfully complete their probationary period and what will happen if they fail to do so.
What is this for?
A probationary period may be extended for various reasons, such as:
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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.
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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.
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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.
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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.
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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.
Document sequence
Probation review form template
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Probation review meeting invitation letter template
Our Probation Review Meeting Invitation Letter Template schedules structured discussions, ensuring clarity and preparation for employee evaluations.
Best practice timings
Best practice for using the Probation extension confirmation letter template, including key actions before, during, and after implementation.
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| Step | Description | Responsibility | Timing |
| 1 | Review employee performance and conduct during the probation period, identifying any concerns or areas requiring further development. | Line Manager | At least 1–2 weeks before the end of the probation period |
| 2 | Hold a probation review meeting with the employee to discuss performance and explain the reasons for extending the probation period. | Line Manager / HR | Following the review, within 1–2 working days |
| 3 | Draft a Probation Extension Confirmation Letter, including the new end date, expectations during the extension, and any support to be provided. | HR | Within 2–3 working days of the meeting |
| 4 | Send the letter to the employee, ensuring a copy is retained in their personnel file and the new review date is scheduled. | HR | Immediately after drafting |
| 5 | Monitor employee performance during the extension period and ensure regular feedback is provided, leading to a final review at the new end date. | Line Manager | Ongoing until new probation end date (usually 4–12 weeks) |
