Purpose
This document sets out the procedure and template for extending an employee’s probation. It ensures line managers handle extensions consistently, document them properly, and issue written notice before the original probation period expires.
Working through related paperwork at the same time? See also our Written Statement of Employment Particulars Template, Performance Review & One-to-One Template (UK) and Probation Completion Letter Template.
Scope
This procedure applies to all managers, supervisors, and administrative staff who run probationary reviews at [Organisation Name].
Prerequisites and Principles
- Timing: Issue and deliver written confirmation to the employee before their original probation period ends.
- Contractual Alignment: Check the employment contract or company policy to confirm extensions are allowed. Seek legal or specialist advice before proceeding if the contract is silent.
- Prior Communication: The letter confirms a review meeting you have already held. It must never be the first time an employee hears about performance, conduct, or attendance issues.
- Valid Grounds: Use extensions only when assessment evidence is incomplete, such as ongoing improvement, absence, or a change in duties. Do not use an extension to stall a clear decision on confirmation or dismissal.
- Non-Discrimination: Base extensions on objective, non-discriminatory reasons. Document reasonable adjustments and considerations if absences or performance factors relate to statutory protections.
- Statutory Rights: Basic statutory employment rights apply from day one, regardless of probation status.
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Procedure
- Review the employment contract and company policy to confirm extensions are permitted.
- Verify that the original probation end date has not passed.
- Check documented notes from past one-to-one check-ins to confirm you previously raised any performance, conduct, or attendance concerns.
- Hold a formal probation review meeting with the employee. Discuss their performance, explain why you are extending probation, set clear objectives, outline the support provided, and explain the timeline.
- Fill out the Probation Extension Letter template with the specific reasons, measurable objectives, support details, review dates, and new end date.
- Hand the letter to the employee during or right after the meeting. Ensure they receive it before the original probation period expires.
- Ask the employee to sign and date the acknowledgment section of the letter.
- Update the employee’s written statement of employment particulars if the extension changes established terms.
Probation Extension Letter Template
[Date]
Dear [Employee Name],
Re: Extension of your probationary period
Following our meeting on [Date of Meeting], I am writing to confirm that [Organisation Name] is extending your probationary period. Originally set to end on [Original End Date], your probation will now end on [New End Date]. We are making this extension under [Contract Clause / Policy Reference]. All other terms of your employment remain unchanged.
We are extending your probation because [State specific reason plainly, e.g., performance in specific areas has not yet consistently reached the required standard / a recent period of absence prevented a full assessment]. This is not a final decision on your employment. The extension gives you a fair opportunity to reach the standard required for the role.
By [New End Date], you must demonstrate:
- [Objective 1 – Specific and measurable]
- [Objective 2 – Specific and measurable]
- [Objective 3 – Specific and measurable]
To support you during this extension, [Organisation Name] will provide: [Detail support, e.g., specific training, weekly one-to-one meetings, or agreed adjustments]. If anything slows your progress, raise it with [Manager Name/Role] immediately.
We will hold interim progress reviews on [Dates/Frequency] and conduct your final probation review meeting with [Manager Name/Role] on [Date prior to New End Date]. At that meeting, we will decide whether to confirm your employment or terminate your contract. You will receive the outcome and reasons in writing. Your notice period during this extended probation remains [Notice Period], as stated in your contract.
If you have questions about this letter, contact [Manager Name/Role or HR Contact].
Yours sincerely,
[Name] [Job Title], [Organisation Name]
Employee Acknowledgment
I acknowledge receipt of this letter confirming the extension of my probationary period.
Signature: ___________________________ Date: ________________________________
Record Keeping and Administration
- File a copy of the issued letter, the signed employee acknowledgment, and all review meeting notes in the employee’s personnel file.
- Add dates for interim check-ins, the final review meeting, and the new probation end date to relevant operational and management calendars.
- Notify payroll and benefits teams of the extended probation period so they process contractual entitlements correctly.
FAQs on the probation extension letter
What is a probation extension letter?
A probation extension letter sets out the procedure and template for extending an employee’s probation. It ensures line managers handle extensions consistently, document them properly, and issue written notice before the original probation period expires.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a probation extension letter include?
This template covers prerequisites and principles, procedure, probation extension letter template and record keeping and administration.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to use a probation extension letter with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
