What is a probation extension letter?
Sometimes the end of a probation period arrives and the honest answer is "not yet": the new hire shows promise, but there are gaps you can't sign off. Extending probation gives them more time — and gives you a clear, agreed basis for the final decision. The letter needs to be specific, supportive and unambiguous about what happens next.
This letter states the original and new probation end dates, the meeting where you discussed it, the specific reasons for the extension and what the employee needs to show by the new date. It sets out the support and check-ins you'll provide, explains the two possible outcomes at the end (confirmation, or ending employment with notice under the contract), and says you don't expect to extend again. It confirms that the probation terms — including the probation notice period — continue until the new date. The employee countersigns to confirm they agree to the extension.
- Best for
- New hires who need more time to meet the standards of the role
- Signed by
- The employer, then the employee, who agrees to the extension
- Format
- A letter addressed to the employee, with an employee confirmation
- Length
- About 2 pages
When to Use a probation extension letter
- A new starter is close to the required standard but needs more time on key tasks
- Probation was interrupted by sickness or leave, so there hasn't been enough time to assess
- The role changed during probation and the employee needs time in the new setup
- A manager wants a documented, supportive plan before making a final decision
What You Fill In
13 blanks, then the name and email of each person who signs: employer, employee.
1 The letter
- Date of the letter*
- Company name*
- Company address
- Employee's full name*
- Job title*
2 The extension
- Probation was due to end*
- Probation now ends*
- Date you discussed it
3 Reasons and goals
- Why probation is being extended*
- What they need to show*
- Support the company will provide
- How progress will be reviewed
4 Terms
- Notice during probation
5 Who signs
- Employer signature and date, job title · The manager or HR person signing the letter
- Employee signature and date · Signs to agree to the extension
What the probation extension letter Covers
- Extension of your probation period
- Why we are extending it
- What we need to see
- Support and check-ins
- What happens next
- Your terms of employment
- Employee confirmation
Using the probation extension letter, step by step
1 Check the contract first
Many contracts say whether, and by how long, probation can be extended, and local law may cap the total. Pick a new end date that fits both. The employee's signature records their agreement.
2 Explain the reasons
Be specific and factual — examples of missed standards, not general impressions. If you already discussed it in a meeting, add the date.
3 Set goals and support
List what the employee needs to show by the new date, the support you'll give, and how you'll check progress, such as fortnightly one-to-ones.
4 Send for both signatures
Sign as the employer and add the employee. They sign the "Employee confirmation" at the end. The signed letter is filed in Files.
Tips Before You Send It
- Tell the employee in person before the letter arrives; nobody should learn about an extension from their inbox.
- Send it before the original probation end date. Once that date has passed, the contract may treat probation as completed, so an extension may no longer be possible.
- Keep the extension proportionate. A few weeks to a few months is typical, depending on the role.
- Hold the check-ins you promised and keep brief notes; they will support whichever decision you reach.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Probation extension letter: frequently asked questions
Can an employer extend probation?
Usually, if the employment contract allows it or the employee agrees. Some places limit how long probation can last in total. This letter asks the employee to sign their agreement, and you should check the contract and local law before relying on it.
What happens at the end of the extended probation?
The letter sets out two outcomes: if the goals are met, you confirm the employee has passed; if not, employment may end with notice under the contract and in line with your procedures and the law. It also says a further extension is unlikely.
Does the notice period change during the extension?
No. The probation terms, including the probation notice period, continue until the new end date or until you confirm the employee has passed. You can state the notice period in the letter.
Is an electronically signed letter valid?
Generally, yes. Electronic signatures are widely accepted for employment letters in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR records when each person signed.