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Our Probation Extension Due to Absence Letter Template addresses prolonged absence during probation, ensuring fair and documented extension communication.
[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 attendance during your probationary period, we have decided to extend your probationary period for a further [insert duration] months. This decision has been made due to concerns about your frequent absences from work, which we believe needs to be addressed before we can consider you for a permanent position.
We appreciate that you have been absent due to various reasons, including illness or other personal circumstances. However, we have noticed that
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For more value, this is also found in our Full library and Probation templates toolkit
An extension letter clarifies the probationary period's extension reasons, holds the employee accountable for their absence impact on performance, and sets clear attendance expectations. It reassures the employee of support and serves as a formal record for evidence.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation extension due to absence 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.
Use these best practice actions, recommended timescales and process stages to understand when and how the Probation extension due to absence letter should be used, helping ensure each step is handled consistently and appropriately documented.
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 extending an employee's probation due to absence, there are several UK employment laws and regulations to consider. Some of the key employment laws to consider include:
The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the decision to extend the probation due to absence does not discriminate against any employee based on any of these characteristics, including any disabilities or health conditions that may have contributed to their absence.
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 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.
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 extending an employee's probation due to absence, including providing clear and concise information about the reasons for the extension, the duration of the extension, and any support that will be provided to help the employee successfully complete their probation.
The employee's contract: Employers should ensure that the terms of the employee's contract are reflected in the decision to extend the probation, including any agreed probationary period and any relevant terms and conditions of employment.
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 extending the probation and that they obtain the employee's consent to process their personal data.
It is important for employers to ensure that the decision to extend an employee's probation due to absence is fair, consistent, and compliant with all relevant employment laws and regulations. Employers should provide clear and specific guidance to the employee on what they need to do in order to successfully complete their probationary period and what will happen if they fail to do so. Employers should also provide the employee with any necessary support or accommodations to help them successfully complete their probation. Finally, employers should ensure that the employee has had the opportunity to ask any questions or raise any concerns about the decision to extend their probation.
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 due to absence 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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