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View full libraryUse this letter to formally notify an employee that their probationary period is being extended to allow additional training, coaching and time to demonstrate the skills required for their role. It sets out the reason for the extension, the training to be provided, the expected standards, review dates and the possible outcomes at the end of 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>
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Extension of Probationary Period – Additional Training
Private and confidential
Following our probation review meeting on [Meeting Date], I am writing to confirm that your probationary period for your role as [Job Title] will be extended to allow further training and development in specific areas of your role.
Your original probationary period was due to end on [Original Probation End Date]. Your probationary period will now be extended until [Revised Probation End Date], subject to the applicable terms of your employment contract and the arrangements confirmed with you.
Reason for the extension
During your probation review, we discussed the progress you have made in your role and the areas where further training is required before we can complete a full assessment of your competence.
The areas requiring further development are:
The purpose of the
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Extending a probationary period to allow additional training gives an employee more time to develop the skills, knowledge and confidence needed to perform their role to the required standard. This letter helps employers explain why an extension is necessary, identify the areas requiring further development and confirm the support that will be provided before a final probation decision is made.
An extension should be based on specific training or development needs rather than a general statement that the employee is not yet ready to pass probation. The letter should identify the skills, tasks or procedures that require further attention, explain the expected standard and confirm the revised probation end date. Clear communication helps the employee understand the reason for the decision and what they need to achieve.
Additional time is most effective when it includes a clear plan for training, coaching and supervised practice. Employers should identify the training activities required, who will provide them and when progress will be reviewed. Depending on the role, this may include system training, practical demonstrations, job shadowing, refresher sessions or supervised completion of specific tasks. The employer should ensure that the agreed training and resources are available throughout the extension.
The employee should understand how their competence and performance will be assessed by the end of the extended period. Objectives should be specific, realistic and relevant to the role, with measurable standards wherever possible. Interim review meetings provide opportunities to discuss progress, give constructive feedback and address any remaining difficulties before the final assessment. Training gaps, feedback and agreed actions should be documented to maintain a clear record of the process.
At the end of the extension, the employer should assess the employee against the agreed objectives, taking account of the training and support provided. Possible outcomes may include successful completion of probation, a further extension where appropriate and contractually permitted, or dismissal following the relevant process. Employers should also consider whether reasonable adjustments or other relevant circumstances affect the training or assessment arrangements. The final decision should be communicated clearly and confirmed in writing.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation extension due to required training 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 due to required training 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.
An extension may be appropriate where an employee needs further training or support before their competence can be assessed fairly. The employer should identify the specific gaps, explain why more time is needed and establish a realistic development plan.
The length should reflect the training required and the time reasonably needed to demonstrate the expected standards. The letter should specify the revised end date and review arrangements rather than using an open-ended extension.
This depends on the employment contract and circumstances. Employers should check whether the contract permits an extension and discuss the proposal with the employee. Where agreement is needed, it should be obtained and recorded in writing. An extension should be confirmed before the original probation period ends.
It should identify the outstanding skills or knowledge, the training activities, who will provide support, the standards expected, how competence will be assessed and when progress and final reviews will take place.
The employer should review the evidence, the training and support provided, and the employee's progress against the agreed objectives. Possible outcomes may include successful completion, a further extension where appropriate and permitted, or dismissal following a fair process and compliance with contractual and statutory requirements.
HRDocBox provides practical, customisable HR templates designed for UK employers. This letter gives managers a structured way to explain a probation extension, document training requirements and set clear expectations for the final review.
HRDocBox combines practical HR document structures with UK employment-law context and implementation guidance. The template provides a repeatable starting point for your probation process, while still allowing you to tailor the wording to the employee's circumstances, contractual terms and training requirements.
How this content is developed and reviewed
The Probation extension due to required training 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."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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