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Probation extension due to performance concerns letter

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Our Probation Extension Due to Performance Concerns Letter Template addresses performance issues, ensuring fair communication during extension.

Reading time
How long to understand and implement this letter?
10 mins
Word count
How many words in this letter?
251
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What is a Probation extension due to performance concerns letter?

A letter extending a probationary period due to performance concerns is essential for the following reasons:

  1. Clarification: It provides clarification to the employee that their probationary period is being extended and the reasons why it is being extended.
  2. Accountability: It helps to hold the employee accountable for their performance and the impact it has had on their ability to meet the requirements of the role.
  3. Expectations: It sets clear expectations for the employee in terms of the performance standards they are expected to meet during the extension period.
  4. Support: It provides reassurance to the employee that they will be receiving the necessary support and guidance to help them improve their performance and meet the requirements of the role.
  5. Consequences: It also serves as a formal warning that the employee's performance is not acceptable, and that failure to improve may result in termination of employment.
  6. Record-keeping: It serves as a formal document that can be kept on file for record-keeping purposes, providing evidence of the decision to extend the probationary period and the reasons why it was necessary.
Best practice timescale for this to be issued
When should this letter be issued?
As soon as possible after a decision is made
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

In the UK, completing a probationary period does not have any legal effect in and of itself. The probationary period is a contractual agreement between the employer and employee, and its purpose is to allow both parties to assess whether the employee is suitable for the role.

When issuing a Probation extension due to performance concerns letter in the UK, there are a few key employment laws that should be considered:

  1. Employment Contracts: The employment contract should be reviewed to ensure that it allows for the extension of the probationary period and specifies the conditions that must be met for the extension to be granted.
  2. Unfair Dismissal Law: Employers must ensure that any decisions made regarding probation extensions are not discriminatory or unfair. If an employee has been employed for less than two years, they do not have the right to claim unfair dismissal, but employers should still ensure that they are not unfairly dismissed on other grounds.
  3. The Equality Act 2010: Employers must not discriminate against employees on the grounds of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Any probation extension due to performance concerns should be applied fairly and objectively to all employees.
  4. Notice Periods: Employers should also consider the notice period required for extending the probationary period. This may be outlined in the employment contract or in the company's policies and procedures.
  5. Performance Management: Employers must ensure that employees are given adequate support and guidance to improve their performance. Any decision to extend a probationary period due to performance concerns should be made in the context of the company's performance management processes.
  6. Right to Appeal: Employees have the right to appeal any decision to extend their probationary period. Employers should have a process in place for employees to raise any concerns they may have and for these concerns to be addressed.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Probation extension due to performance concerns [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Probation extension

I am writing to inform you that, following a review of your performance during your probationary period, we have decided to extend your probationary period for a further [insert duration] months. This decision has been made as we have identified performance concerns that need to be addressed.

We appreciate that you have made some progress since starting with us, but there are still some areas where we feel that you need to improve in order to meet the required standards of the role. We are confident that with additional time and support, you will be able to make the necessary improvements.

During the extension period, we will be working with you to provide additional training and support to help you meet the required standards. We will also be setting specific targets and objectives that we expect you to meet during this period. These targets will be regularly reviewed to ensure that you are on track to meet them.

We understand that an extension to your probationary period may come as a disappointment to you, but please be assured that this is a necessary step to ensure that you are able to meet the required standards of the role. We remain committed to supporting you and helping you to develop your skills and capabilities.

Please do not hesitate to contact your line manager or the HR team if you have any questions or concerns about the extension. We appreciate your understanding and look forward to working with you during the extension period.

You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.

 

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Probation extension due to performance concerns letter template
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probation extension due to performance concerns letter