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Probation extension due to behaviour concerns letter

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Our Probation Extension Due to Behaviour Concerns Letter Template formalises extension decisions, addressing performance issues professionally.

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10 mins
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What is a Probation extension due to behaviour concerns letter?

A Probation Extension Due to Behaviour Concerns Letter  clarifies probation extension reasons, holds employees accountable for behaviour impact on performance, sets clear behaviour expectations, and serves as a formal warning with possible consequences. It reassures support and serves as a record for evidence.

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

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing (Days from Decision)
1 Review Behavioural Concerns: Assess the employee's behaviour during the probationary period. HR / Supervisor N/A
2 Document Behavioural Issues: Create a comprehensive record of the employee's behavioural concerns. HR / Supervisor Day 1
3 Meet with Employee: Arrange a meeting to discuss the concerns and consider the need for a probation extension. HR / Supervisor Day 2
4 Prepare Probation Extension Letter: Draft the letter outlining reasons, new probation end date, and expectations. HR / Legal Team Day 3
5 Issue Probation Extension Letter: Provide the letter to the employee during the meeting to extend the probation. HR / Supervisor Day 4

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 extending an employee's probation due to performance concerns, there are several UK employment laws and regulations to consider. Some of the key employment laws to consider include:

  1. The Employment Rights Act 1996: This law sets out the requirement for employers to provide employees with written reasons for any dismissal, including dismissal during a probationary period. If an employee's probationary period is being extended or they are being dismissed following unsuccessful completion of their probation, the employer must ensure that they provide written reasons for their decision.

  2. The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code sets out best practice for handling disciplinary and grievance procedures in the workplace. Employers should ensure that they follow the code's guidance when extending an employee's probation due to performance concerns, including providing clear and concise information about the reasons for the extension, the duration of the extension, and any support that will be provided to help the employee improve their performance.

  3. The employee's contract: Employers should ensure that the terms of the employee's contract are reflected in the decision to extend the probation, including any agreed probationary period and any relevant terms and conditions of employment.

  4. The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the decision to extend the probation due to performance concerns does not discriminate against any employee based on any of these characteristics.

  5. The employer's own policies and procedures: Employers should ensure that they follow their own policies and procedures relating to performance management and probationary periods.

It is important for employers to ensure that the decision to extend an employee's probation due to performance concerns is fair, consistent, and compliant with all relevant employment laws and regulations. Employers should provide clear and specific guidance to the employee on what they need to do in order to improve their performance and what will happen if they fail to do so. Employers should also provide the employee with any necessary support or accommodations to help them improve their performance. Finally, employers should ensure that the employee has had the opportunity to ask any questions or raise any concerns about the decision to extend their probation.

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 behaviour concerns [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Probation extension

I am writing to inform you that, following a review of your conduct during your probationary period, we have decided to extend your probationary period for a further [insert duration] months. This decision has been made due to concerns about your behaviour, which we believe needs to be addressed.

We appreciate that you have made some effort to improve your conduct since starting with us, but there are still some areas where we feel that you need to demonstrate consistent improvement 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 improve your conduct. 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 review form template

Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.

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Probation extension due to behaviour concerns letter template
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Probation review meeting invitation letter template

Our Probation Review Meeting Invitation Letter Template schedules structured discussions, ensuring clarity and preparation for employee evaluations.

Probation extension due to behaviour concerns letter
probation extension due to behaviour concerns letter