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All-in-one HR platform · v2.0
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All-in-one HR platform · v2.0
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A probation extension letter tells an employee their probation has been extended, why and until when. This probation extension letter sets specific goals so the next review has something to measure.
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It is issued before the original probation period ends, when the manager's review finds specific gaps that could be closed with more time. HR checks that the probation policy and appointment letter allow an extension and how long, then an authorised signatory signs.
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A confirmation letter records that the standard was met. An extension says it has not yet been met but could be. If the gaps are serious and unlikely to close, an extension only delays a decision; consider whether separation during probation, as per the appointment terms, is the right course.
Watch for itIssuing the extension after the original end date is a common mistake. Depending on the appointment wording, the employee may already be treated as confirmed.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] CONFIDENTIAL Ref: [HR/PROB-EXT/YYYY/NNN] Date: [DD Month YYYY] [Employee full name] Employee code: [Code] Designation: [Designation] Department: [Department] Subject: Extension of probation period Dear [Employee first name], Your probation period, which began on [Date of joining], is due to end on [Original end date]. Your performance during this period was reviewed by [Manager name, Designation] on [DD Month YYYY], and the review was discussed with you on [DD Month YYYY]. The review found that you have met expectations in [areas]. However, the expected standard has not yet been met in the following areas: 1. [Area, with a specific example] 2. [Area, with a specific example] To give you a fair opportunity to meet the required standard, your probation period is extended by [N] months, up to [New end date], [as permitted by the terms of your appointment and the company's probation policy]. During this period, you are expected to achieve the following: 1. [Measurable goal] 2. [Measurable goal] [The company will support you through [training / fortnightly check-ins with your manager / mentoring by [Name]].] Your performance will be reviewed on or before [New end date]. Based on that review, your employment will either be confirmed or [action as per the terms of your appointment]. Your notice period during the extended probation will remain [N] days. All other terms and conditions of your appointment remain unchanged. Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation] Acknowledged: Signature: ____________________ Name: [Employee full name] Date: [DD Month YYYY]
As many times as your appointment terms, policy and applicable standing orders allow, which is often once. Repeated extensions are hard to justify.
If the appointment letter permits extension, consent is not usually required, but discussing it with the employee before issuing the letter is good practice.
You can confirm early. Issue a confirmation letter with the actual confirmation date.
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