Letter extending probationary period
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A letter extending a probationary period informs a staff member on probation that their performance has not reached the standard expected, but that you are extending their probation to give them the chance to improve.
Many businesses manage the performance of staff members on probation by holding review meetings and providing feedback and advice. If, despite this, you come to the end of the probationary period and your staff member has not passed but you would like to give them more time to improve, you should inform them of this in their final review meeting. This letter can then be used to follow-up in writing and to confirm arrangements for the extension.
Q&A
When should I use this document?
You should use this letter if a staff member has failed to pass their probationary period, but you would like to extend it to allow them the chance to improve their performance.
You should inform your staff member of your decision in person at their final review meeting and use this letter to provide written confirmation and set out arrangements for the extension.
What does this document cover?
This letter confirms that your staff member has not reached the performance standard expected during their probationary period and explains why.
It also confirms that you have decided to extend their probationary period to allow them the opportunity to improve, and sets out practicalities for the extension, including its length and how progress will be reviewed.
Why do I need this document?
It is normally good practice to provide written confirmation to staff in respect of decisions taken about their employment with you. Not only will this help to ensure that you have clear internal records, but it also avoids the risk of miscommunication with your staff member.
Where can I find out more?
For further guidance about probationary periods and managing the performance of staff members on probation, see Managing staff performance.
If you will not be extending the probationary period of a staff member who has failed to pass, use Letter confirming unsuccessful completion of probation to end their employment with you.
If, after completion of their probation extension, your staff member successfully passes, use Letter confirming successful completion of probation to confirm this in writing.
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