A probation extension letter tells an employee that their probationary period is being extended by a further, defined period instead of ending in confirmation or termination, because specific expectations have not yet been met. Employers use it to set out exactly what fell short, what improvement looks like, and when a final decision will be made.
Reach for this letter when a manager needs more time to judge whether an employee can meet the bar for the role, rather than making a final call at the scheduled end of probation. Being specific about what hasn't landed yet, and what support is on offer, gives the employee a real chance to close the gap.
[COMPANY NAME]
[TODAY'S DATE]
Dear [EMPLOYEE FIRST NAME],
This letter is to inform you that your probationary period, due to end on [ORIGINAL PROBATION END DATE], is being extended by [EXTENSION LENGTH] to [NEW PROBATION END DATE].
This decision follows a review of your performance in the role of [JOB TITLE] with your manager, [MANAGER NAME].
During this review, the following areas were identified as not yet meeting the expectations set for this role:
1. [SPECIFIC GAP, E.G. MISSED DEADLINES ON X]
2. [SPECIFIC GAP, E.G. QUALITY OF Y DELIVERABLE]
3. [SPECIFIC GAP, E.G. COMMUNICATION WITH Z STAKEHOLDERS]
To be confirmed at the end of this extension, we expect to see: [MEASURABLE EXPECTATION 1, E.G. DEADLINES MET ON X].
[MEASURABLE EXPECTATION 2]
[MEASURABLE EXPECTATION 3]
Your manager will check in with you [FREQUENCY, E.G. EVERY TWO WEEKS] to review progress against these points.
To help you meet these expectations, we are offering: [SUPPORT, E.G. ADDITIONAL TRAINING, A MENTOR, ADJUSTED WORKLOAD].
Please raise anything else that would help during this period with [MANAGER NAME] or [HR CONTACT NAME].
We will confirm the specifics of this support in a separate conversation this week.
We want this extension to give you a genuine opportunity to succeed in the role.
A final decision on your employment will be made on or before [NEW PROBATION END DATE], based on progress against the points above.
Possible outcomes at that point are confirmation in the role, a further extension, or ending your employment, depending on what the review shows.
Please sign below to acknowledge that you have received and understood this letter.
Acknowledged by: ______________________ Date: ____________
[SIGNATORY NAME], [SIGNATORY TITLE], [COMPANY NAME]
We'll send the full, editable recruiting template pack — plus the occasional hiring tip. No spam, unsubscribe anytime.
Pitch N Hire is an applicant tracking system. Offers, interview invitations, feedback requests, and rejections go out from the candidate record — so nothing is retyped and nothing is lost in someone's inbox.
Free for 1 user · No credit card · Talk to a real hiring expert
Pitch N Hire unifies sourcing, screening, and async AI interviews on one platform. Start free with the 1-user plan, or book a demo on your real roles.
Prefer to talk? Book a demo · Talk to sales · View pricing
Free 1-user plan · No credit card · Talk to a real hiring expert
See your true cost-per-hire and how much Pitch N Hire could save you — our free Recruitment ROI Calculator gives you the numbers in under a minute. No signup required.
Open the free ROI calculatorPrefer a tailored walkthrough on your real roles? Drop your work email:
★ Free 1-user plan · No spam · Talk to a real hiring expert
