Probation Extension Letter – Format, Example, Meaning, Tips, and More

Probation Extension Letter

A probationary period is given to new employees to evaluate their job performance and suitability for a particular role. It allows employers to assess employees’ strengths and weaknesses, provide feedback, and make informed decisions about their employment status.

However, sometimes an employer may find extending the probationary period necessary for various reasons. This blog will discuss the format, example, meaning, tips, and more about the probation extension letter.

Format of Probation Extension Letter

The probation extension letter should be formal and follow a standard business letter format.

It should include the following elements:

  1. Date: The date on which the letter is written.
  2. Employer’s Information: The employer’s name, address, and contact information.
  3. Employee’s Information: The employee’s name, position, and department.
  4. Introduction: A brief introduction stating the purpose of the letter.
  5. Probationary Period Details: A clear statement about extending the probationary period, including the extended duration.
  6. Reasons: The reasons for the probation extension should be stated clearly and concisely.
  7. Expectations: Clear expectations should be outlined for the employee during the extended probationary period, including specific goals and objectives.
  8. Signature: The employer or HR representative should sign the letter.

Example of Probation Extension Letter

Sample 1:

[Employer’s Name]
[Employer’s Address]
[City, State ZIP Code]
Employer’s Phone Number]
[Employer’s Email Address]


[Employee’s Name]
[Employee’s Address]
[City, State ZIP Code]
[Employee’s Phone Number]
[Employee’s Email Address]

Dear [Employee’s Name],

We are writing to inform you that we have extended your probationary period by [duration] effective from [date].

The reason for this extension is due to [reasons]. We believe that by extending your probationary period, we can provide you with additional support and training to ensure that you meet the expectations of the role and the organization.

During this extended probationary period, we expect you to achieve the following goals and objectives [goals and objectives]. We will provide you with regular feedback and support to ensure you have the resources and tools necessary to succeed in your role.

Please let us know if you have any questions or concerns regarding this extension. We are committed to supporting your success and look forward to working with you.


[Employer’s Name]
[Employer’s Signature]

Sample 2:

Dear [Employee’s Name],

I am writing to inform you that we have decided to extend your probationary period for an additional [number of months] months. We have made this decision due to concerns regarding your performance in meeting the expected job requirements and the standards set for this role.

During your extended probation period, we expect to see a significant improvement in your work performance and behavior, including but not limited to [specific areas for improvement].

Please note that this probation extension does not guarantee employment beyond the new end date. We will evaluate your performance during this time and decide whether to continue your employment with the company.

Please sign and return the enclosed copy of this letter to indicate your understanding and agreement to the terms of this probation extension.


[Your Name]
[Your Title]

Tips for Writing a Probation Extension Letter

  1. Be Clear and Concise: The letter should be clear and concise, stating the reasons for the probation extension and the expectations for the employee.
  2. Provide Feedback: Regularly feedback to the employee during the extended probationary period to help them succeed.
  3. Be Supportive: Provide additional support and training to the employee during the extended probationary period.
  4. Follow Company Policies: Ensure that the probation extension follows the company’s policies and procedures.
  5. Maintain Professionalism: The letter should be professional and follow a standard business letter format.

What are the Reasons for Extending a Probation Period?

There can be various reasons for extending a probation period, some of which include:

  1. Unsatisfactory performance: If an employee is not meeting the expected performance standards during their probationary period, their probation may be extended to give them more time to improve their performance.
  2. Incomplete training: If an employee has not completed their training or has not acquired the necessary skills to perform their job duties, their probation period may be extended to give them additional time to complete their training.
  3. Poor attendance: If an employee has poor attendance during their probationary period, their probation may be extended to allow them to improve their attendance and demonstrate their commitment to their job.
  4. Behavioral issues: If employees show inappropriate or unprofessional behavior during their probationary period, their probation may be extended to allow them to correct their behavior and demonstrate their ability to work collaboratively with their colleagues.
  5. Project completion: If an employee is working on a specific project during their probationary period and the project is not yet complete, their probation may be extended to allow them to complete the project and demonstrate their ability to meet deadlines and deliver high-quality work.

The Bottom Line

Extending a probation period can be necessary for employers to ensure they make the right decision in hiring a new employee. Following the proper format and including all relevant information in a probation extension letter is important. By providing clear communication, constructive feedback, and support, employers can help their employees succeed and contribute to the organization’s success.


How do I write a probation extension letter?

When writing a probation extension letter, start by clearly stating the reason for the extension and the new length of the probation period. Provide specific examples of the employee’s performance that led to the extension and outline any expectations.

Why would I get a probation extension letter?

You may receive a probation extension letter if your employer has concerns about your performance during the initial probation period. This may include issues with attendance, productivity, or quality of work.

What should be included in a probation extension letter?

A probation extension letter should include the reason for the extension, the new length of the probation period, specific examples of the employee’s performance that led to the extension, and any expectations or goals that need to be met during the extended period.

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