Probation Extension Letter - Format, Meaning,

Reasons, and More

OR

What is a Probation extension Letter? Reasons,

Format, and More.
Probation periods are an excellent opportunity for employers to comfort and integrate
the new employees into the workplace. However, this period also helps employers in
assessing the employee’s capability and suitability with the company.

While some employees will pass the probation period assuring you that they are perfect
for the job role, others may require some extra time to assure you of the same.

This is where probation extension comes in. These help employees to know that they
still feel they can do justice to the job role, they just need to show more in certain areas
of their work.

What is a Probation Extension Letter?

A Probation Extension Letter is a letter that is used when the probationer’s performance
is not acceptable but you still think that a bit of training and support can help the
employee improve.

The managers can also give the probation extension in case the employee has been
absent for an extended period of time due to circumstances that are beyond the
employee’s control.

What are the Reasons for Extending a Probation Period?

You might be thinking that the probation extension letters are only used to tackle poor
performance. However, that is not true. There could be several reasons leading to
probation extension, such as:

● Improve employee performance

● Meet Targets
● Improve Attendance or Punctuality
● Right General Conduct with the Employees
● Learn a new skill that would allow them to meet the required standards
Probation period extension is a second opportunity for the employees who could
improve and make a positive impact on your business.

Letter for Probation Extension Format

When the employers feel the need to extend the probation period of the employee, it is
important for the managers to set the extension terms in writing. The following points
are a must to include:

- The length of extension of the probation period and the date on which the extended
probation is going to end.

- The reason for probation extension - for instance, the employee has not met certain
performance standards, but the manager for some reason believes that the extension
would help the employee achieve these standards.

- Mention the expected standards for the employee to be met or if there are any other
specific requirements to be met by the end of the probation period.

- Mention the support you will provide during the extension if any

- If the employee does not meet the expectations at the end of the probation extension,
his/her employment will be terminated.

You may get the ready-to-use probation extension letters for your employee. There is
various HRMS Software in India just like Ultimate Business Systems, that provide you
with an HR toolkit having ready-to-use templates for various HR Letters, forms, and
other essential documents. Scroll further to see the formats and examples.

Format 1

___Name___
___Address___

Date:

Dear [Employee name]

Probationary Period extension

As you are aware from our recent meeting, your probationary period is due to end on
[date].

Unfortunately, your performance has not yet reached a satisfactory standard in the
following areas. [state the required standards and the improvement areas]. The
decision has been taken to extend your probationary period for [insert duration] and it
will now end on [date].

I would like to give you the opportunity to focus on improvements in the areas
outlined above and we will meet after [insert frequency] to review progress. I have
also arranged for additional support/training to be provided to you in the following
areas [insert details].

If You have any queries regarding this decision please do not hesitate to contact me.

Kind regards

___Signature___
___Your Name___
___Designation___
___Company Name___

______________________________________________________________________

I, [Employee Name], IC Number [Number] hereby acknowledge the receipt of this

letter.

___Signature___ ___Date___

Format 2

___Name___
___Address___
___Date___

___Subject___

Dear [Employee Name],

We are issuing this letter to inform you that your [Number] months probation period
is due to end on [Mention Date].

This is to bring to your notice that on the basis of your recent assessment and your
manager’s feedback, we have come to the conclusion that your probation period is
extended for another [Number] months and is now ending on [end date].

This extension will help us evaluate you thoroughly and also provide you the time to
perform better. If your performance is improved, we will shift you as the permanent
employee of the company.

___Signature___
___Your Name___
___Designation___
___Company Name___

Probation Extension Letter Example

Anjan Patel
123, XYZ Apartments,
Wall Street, Street 22
California, US

22nd August 2020

Subject - Extension of your Probation Period

Dear Anjan,

We are issuing this letter to inform you that your 3 months probation period is due to
end on 1st September 2020

This is to bring to your notice that on the basis of your recent assessment and your
manager’s feedback, we have come to the conclusion that your probation period is
extended for another 3 months and is now ending on 1st December 2020.

This extension will help us evaluate you thoroughly and also provide you the time to
perform better. If your performance is improved, we will shift you as the permanent
employee of the company.

___Signature___
Nitya Shah
HR Manager
ABC Solutions Pvt. Ltd.
Conclusion

A Probation Extension Letter is used when the employee has failed to complete their
probation period and you have opted to extend their probation to see if their
performance improves.

This could be because the employee didn't quite meet all of your expectations before
their probation period ended. However, you should still give them another chance and
possibly offer them some additional time or training.

This letter informs your employee that their probation will be extended, as well as the
reasons why they did not pass, why you made this choice, and what they must do to
pass the extension.

Avoid the repetitive tasks of writing the probation extension letter. Integrate our top-
notch HRMS Software in your organization and get access to all the HR-related letters
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Software India.

Format 1

Date

To,
Name of the Employee
Designation
Subject - Notice of extension of probation period

Dear [name of the candidate],

This is to inform you that we are extending your probation period by [no. of months].
The probationary period which was due to end on [date], will now end on [date].

As we discussed in the meeting dated [date], you need to improve your performance
in certain areas. Please meet the HOD for the guidance and prepare the action plan for
the improvement. If you fail to improve your performance in the given time frame,
your employment may be terminated with our organization.

All the other terms and conditions of your employment during the extended probation
period will remain the same as of the existing contract.

We wish you all the best.

Your Signature
Name
Designation

Format 2

Ref:
Date:

To,
Name
Designation
Employee Code
Address

Subject - Probation Period Extension

Dear [Name of the Candidate],

As you are aware that your probation period is due to an end on [date]. Please be
informed that based on the review of your performance, in consultation with your
HOD, we regret to inform you that your performance has yet not reached a
satisfactory standard in a few areas.
Further, to our meeting on [date], as discussed, we would like to give you another
opportunity to demonstrate your ability to perform better. Thus, it has been decided
that your probation period is further extended for [no. of months] months i.e., from
[start date] to [end date]. This probation is in line with the company's probationary
procedures for new employees.

Please be informed that all the other terms and conditions during your extended
probation will remain the same as of your existing employment contract.

As suggested by your H.O.D., you are advised to improve in certain areas of your job
responsibilities viz. improvise your approach in dealing with clients, report timely to
senior authority, be vigilant in accomplishing your monthly target and improve overall
performance. In view of the same, you are advised to get in touch with your H.O.D.
and prepare an action plan to show improvement in your performance.

Please note that, if you fail to improve your performance and meet the required
standard during this extended period, then the company will be at its discretion to
evoke the disassociation clause as per your appointment letter.

Should you have any questions concerning this matter, please contact the HR
department.

With Best Wishes,

Sincerely,

Your Signature
Your Name
Your Designation

Note: Please sign the duplicate copy of this letter as the token of your acceptance.

Format 3

ADDRESSEE
DATE
Dear EMPLOYEE’S NAME,

Extension of Probationary Period

I am writing to advise you that I am extending your probation period with NAME OF
YOUR COMPANY.

As you know from your offer of employment on DATE and your Contract of
Employment on DATE, your continuous employment with COMPANY is subject to
successful completion of a TIME FRAME probationary period.

We have carefully monitored your performance and/or conduct over the probationary
period and we have decided to extend the probationary period by a further TIME
FRAME months OR weeks.
We have reached this decision for the following reasons:
• INSERT DETAILS;
• INSERT DETAILS;
• INSERT DETAILS;
• INSERT DETAILS.

We will continue to engage with you, provide feedback and review your performance
throughout this extended probation period. We will then formally review your
progress and discuss this with you at the end of your extended probationary period.

If we conclude that your performance has met the requirements of the role
satisfactorily by the end of the period, then this should result in the confirmation of
your appointment. Not meeting the requirements of the role by the end of this period
could result in us terminating your contract with us.

To help you to meet the performance requirements of your role over the next coming
weeks we recommend that:
INSERT RECOMMENDATIONS OBJECTIVES.
Should you have any questions concerning this matter, please contact the HR
department.

With Best Wishes,

Sincerely,

Your Signature
Your Name
Your Designation