Probation extension letter template
A probation extension letter tells a new employee that their probation period will be longer than planned, and sets out what they need to achieve in the extra time. It is sent after a probation review meeting where the employer is not yet sure the employee is right for the role. It records the new end date, the objectives and measures, and when the final review will be.
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What changes each time
19 values. Everything else is your wording, kept exactly.
The parties
- Employer's full name
- Employer's address
- Employee's full name
- Employee's address
- Employee's first name
- Name of manager
The probation
- Start date
- Original end date
- Date of the review meeting
- Length of extension
- New end date
- Contract clause number
Objectives
- Objective
- Measure
- Date to be met by
Support and next steps
- Training
- Date of final review
- Notice during probation
- Name to speak to
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“The basis: the contract allows an extension (name the clause), or it does not and the employee is asked to agree by signing.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each objective, with how it will be measured and the date.”
The table has one row for each, so it grows or shrinks to match.
- Only when…
“Include the training paragraph only when training was agreed.”
When this applies, the training paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the right to bring a colleague or trade union representative to the final review only when the final review could end in dismissal.”
When this applies, the right to bring a colleague or trade union representative to the final review is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the signed agreement to the extension only when the contract has no extension clause.”
When this applies, the signed agreement to the extension is included; when it does not, it is left out and the rest of the document is unchanged.
Questions people ask
Can an employer extend a probation period?
Only if the contract allows it, or the employee agrees. If the contract has no extension clause, the safest route is to put the extension in writing and ask the employee to sign to agree it.
What should a probation extension letter say?
The reason more time is needed, the new end date, the objectives the employee must meet with how they will be measured, any support or training, and when the final review will happen.
How long can a probation period be extended for?
The law sets no maximum. It should be as long as is reasonable and clearly connected to the concerns, and is normally set out in the contract or probation policy.
Does an employee on probation have employment rights?
Yes. They have the same statutory rights as any other employee from the first day, including written terms, pay and holiday. Rights to claim unfair dismissal depend on length of service, which can change, so check the current rules on GOV.UK.
Should the employee be told they can bring someone to the review?
It is good practice where the final review could end in dismissal, and the letter has an optional paragraph for it. The statutory right to be accompanied applies to disciplinary and grievance hearings.
Use this template
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