Hiring and probation

Probation extension letter

Extends the probationary period, says why, and sets out exactly what has to improve and by when.

They are not there yet but you think they can get there. The extension must be agreed before the original period ends, must be for a fixed time, and must tell them what "there" looks like. An extension with no targets is a delayed dismissal, and everyone can see it.

Before it goes

  • The contract or written statement allows an extension (most do; check).
  • A review meeting has been held before the original end date, and the concerns raised were specific.
  • You have decided the extension length and the measurable things that need to change.

The letter

[COMPANY NAME] [COMPANY ADDRESS] [DATE] [EMPLOYEE NAME] [EMPLOYEE ADDRESS] Dear [EMPLOYEE FIRST NAME], Extension of your probationary period I refer to our probation review meeting on [MEETING DATE]. As we discussed, your probationary period, which was due to end on [ORIGINAL END DATE], is extended by [NUMBER] [weeks / months] to [NEW END DATE]. The reason for the extension is that the following areas are not yet at the standard we need for the role: 1. [AREA, stated factually, e.g. Accuracy of timesheets: in the last eight weeks, six of your weekly timesheets have needed correction before payroll.] 2. [AREA, e.g. Timekeeping: you have started after your shift start time on nine occasions since [DATE].] 3. [AREA] By [NEW END DATE], we need to see: 1. [MEASURABLE TARGET, e.g. Timesheets submitted correctly first time for at least seven of the eight weeks.] 2. [MEASURABLE TARGET, e.g. No unexplained late starts.] 3. [TARGET] To support you, [SUPPORT: I will meet you every two weeks on [DAY]; [NAME] will go through the timesheet process with you again this week; you will attend … training on …]. We will hold a further review on or before [REVIEW DATE]. If the standard has been met, your employment will be confirmed. If it has not, your employment may be ended on the notice set out in your written statement. I want to be clear that the purpose of the extension is to give you a fair chance to succeed. During the extension, all other terms of your employment, including the probationary notice period, continue to apply. If you feel there is anything affecting your work that we should know about, including any health condition, please tell me so that we can consider what support might help. Yours sincerely, [MANAGER NAME] [JOB TITLE] [COMPANY NAME]

Filling it in

The areas
Numbers and dates, not adjectives. "Six of eight timesheets" is a fact they can fix. "Attitude" is not.
Length
Long enough to show a change, short enough to stay a probation. Four to twelve weeks is normal. Match it to how often the task comes round.
The last paragraph
It invites the disclosure that changes everything. If a health condition is behind the performance, you need to know now, not at the tribunal.

What the law says

  • Contract: probation can only be extended if the contract allows it, or the employee agrees.
  • Equality Act 2010 s.20: where a disability is affecting performance, reasonable adjustments must be considered before judging the standard.
  • Acas guidance on probation: set clear expectations, review regularly, put the outcome in writing.
Guidance, not legal advice. Employment law moves; check the current position before relying on any of it, and take advice on anything that could end someone's employment.

What turns this letter into a claim

  • Do not extend after the original end date has passed. Diary the review for two weeks before it.
  • Do not extend more than once without a very good reason. Twice starts to look like avoidance.
  • Do not skip the support paragraph. An extension without support is a fail letter with a delay on it.

Questions people ask

Can I extend probation if the contract does not mention it?

Only with the employee's agreement, in writing. Most people agree because the alternative is worse. Better still, put an extension clause in the written statement from the start.

Does the shorter probationary notice still apply during the extension?

If the contract says so, yes, and the letter should say so too. If the contract is silent, the safest reading is that whatever notice applied during probation carries on until confirmation.

The letter, with the names already in

Employ AI drafts letters like this one from the employee's record, so the dates, service and pay are already right, and the disciplinary module writes the invitation and outcome letters from the case itself. All 44 letter families, 49 UK policies, GPS clock-in, rotas, leave and timesheets: £2.50 a month plus £1 per employee. 14 days free, no card.

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