Letter to Extend Probation Period Template

Letter to extend probation period template

You can use this letter to confirm with an employee that his or her probationary period, if required, is to be extended. You are not required by law to provide a letter like this or to have employees on probation. However, you are required to gain approval from an employee before extending their probation period.

Step by step process

Step 1:Discuss performance and behaviour standards with employee

A probationary period is an opportunity for you to assess a new employee’s performance in their job, and for them to decide whether the job suits them.

During the probation period it is best practice to have regular discussions with an employee about the progress and performance. If an employee’s performance or conduct is not satisfactory during their probationary period, you should attempt to address the issues during one of these regular discussions. This will ensure the employee clearly understands their role, and what is expected of them.

Step 2:Create your letter for the employee

If you decide that the employee will not satisfactorily complete their current probation period, but you would like to offer an extension to this period, you should prepare a letter to confirm this. The letter should be given to the employee before the end of the probation period. If you wait until after the probation period has lapsed, you cannot continue this process.

Before drafting the letter you should check the length of probation in the employee’s employment contract, and check if any other award or agreement contains further requirements regarding probation periods.

This template has been colour coded to assist you to complete it accurately. You simply need to replace the red writing with what applies to your employee and situation. Explanatory information / alternatives are shown in blue italics to assist you and should be deleted once you have finished the letter.

Step 3:Meet with the employee

Meeting with the employee will give you the chance to give feedback to the employee about their performance or conduct and explain why the probation period needs to be extended. It is also important from a due process perspective to give the employee an opportunity to respond to your comments.During this meeting you will need to ensure that the employee signs that they agree to having their probation period extended.

Step 4:Keep a copy of the letter of an unsuccessful probation period

Keep a copy of the letter given to the employee and document the meeting with the employee for your records.

We are committed to providing you with advice that you can rely on. The information contained in this template is general in nature. If you are unsure about how it applies to your situation you can call or email our support desk to make contact with one of our HR professional’s.

Date

Name

Address

Address

Address

Dear Name,

Probation Extension

We would like to offer you an extension to your Probation Periodwith Company Name. The extension will be for insert number.months and conclude on insert date.

If you accept the Probation Period extension, please sign, date and return this copy of this offer to Manager Name, by insert date.

Yours sincerely,

Manager Name

Contact Details

I accept this offer of a Probation Period extension to insert date.

______

Name

Date: ______

Witness to the agreement

Signed in the presence of:

Printed name:

Address:

Date: