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Probation Extension Letter – Format, Meaning, Reasons, and More

April 16, 2022
HR Toolkit

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.

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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

A 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 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.

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Probation Extension Letter Format 1

Probation Extension Letter Format

Probation Extension Letter Format 2

Probation Extension Letter Format

Probation Extension Letter

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

Probation Extension Letter Example

Probation Extension Letter Example

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 like Probation Extension Letters, Offer letters, application letters, appointment letters, relieving letters, and more. Book your live demo now.

Alpesh Vaghasiya

Alpesh Vaghasiya

The founder & CEO of Ultimate Business System Pvt. Ltd. (UBS), I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of UBS is Connecting people, Optimizing the process, Enhancing performance.

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