How Do You Extend a Probation Period? Seeking a Template for Written Confirmation

Dear All,

Generally in our company, we state in our offer letter that the probation period would be 6 months. Now, after 6 months, I need to provide written confirmation to the candidate that their probation period has been extended for another 6 months.

I kindly request anyone who has a template for this confirmation to share it with me so that I can prepare and provide the same whenever needed.

I look forward to an early reply.

Thanks & Regards,
Yogita

Dear Yogita,

I hope the following format is of help to you:

Date:
To
Mr./Mrs./Ms.
Address:

Dear Sir/Madam,

Sub: Extension of Probation

You may be aware that your probation period, which started on [date], for a duration of six months, has come to an end as of [end date].

In this regard, with reference to clause No. [mention clause number] of your appointment letter dated [date], we hereby inform you that your performance during this period has not been satisfactory. Therefore, the company has decided to extend your probation for an additional six months.

You will be entitled to the same terms and conditions as other employees in your category for this extended period.

Please contact Mr. [designation] for any further clarification.

Wishing you the best for your future endeavors.

Thank you.

Yours faithfully,
For [Company Name],

[Authorized Signatory]

Copies to: HR/Personnel, Accounts, Departmental Heads, Taxation, PF, Personal file

I hope this fulfills your requirements.

Regards,

Hi Yogitha,

The format provided by our friend Mr. Awvik is good and can be issued, but prior to that, as an HR person, you need to comply with a lot of processes.

For any probationer, have you obtained the performance feedback from their concerned HOD? If the feedback on a monthly or bi-monthly basis is not up to the mark, have you, in coordination with the HOD, made any efforts to communicate and improve his/her performance? For all your actions, what is the response from the individual? After imparting the training/performance improvement plan, what is the performance rate?

If you have done all these things and communicated at frequent intervals, you can issue the letter. Sometimes our HR practices will take the feedback of the superior and even issue letters after the completion of 6 months; this is totally against the process and unjust to our role and employee.

The extension should reach the employee at least one week in advance along with all the 6-month evaluation processes duly signed by the individual/HOD & HR. Not only extensions but also confirmations, probation for trainees need to reach the concerned employee one week before the completion of their training/probation period. If the employees don't experience transparency/systems, they feel victimized, leading to high attrition rates and a tarnished image.

Best regards,
kameswarao

Dear All,

Thank you very much for your quick response. I do understand all these formalities. However, I need a format where I can mention that your probation period has ended, and from now on, you will be working as a permanent employee of the company. I would like to request your assistance in providing me with the same format.

I am looking forward to your prompt reply.

Thanks & Regards,
Yogita

Dear Yogita,

I hope this message finds you well.

Date:

To:

Mr./Mrs./Ms.

Address:

Dear Sir/Madam,

Subject: Confirmation of Service

You may be aware that your probation period, which commenced on [specific date], for a duration of six months, has now concluded as of [specific end date].

In light of this, and referring to the terms outlined in your appointment letter under Clause No. [insert clause number], dated [appointment letter date], we are pleased to inform you that your performance during this probationary period has been satisfactory. As a result, the company has decided to confirm your employment going forward.

Effective from your date of confirmation, you will receive the terms and conditions that are applicable to confirmed employees within your category.

Should you require any further clarification, please do not hesitate to contact Mr. [designation].

We wish you a fulfilling and successful career with us.

Thank you.

Yours faithfully,

For [Company Name],

[Authorized Signatory]

Copies to: HR/Personnel, Accounts, Departmental Heads, Taxation, PF, Personal File

Regards

Please find attached a probation format that we use in our company.

Pranjali