Probation Extension Email Sample: A Guide on How to Craft the Perfect Email to Extend Probation

Have you ever found yourself struggling to write a probation extension email? You’re not alone. It can be a daunting task, especially if you’re not sure how to approach it. But fear not, my friend! In this article, we’re going to provide you with some probation extension email samples that you can use as a starting point. We’ll also give you some tips on how to customize them to fit your specific needs. So if you’re feeling stuck and need some guidance, read on! You won’t be disappointed.

The Best Structure for a Probation Extension Email Sample

Probationary periods are a common fixture in many workplaces, and for good reason. They provide an opportunity for employers to assess whether a new hire is a good fit for the company and whether they are performing at the expected level. In some cases, an employer may wish to extend a probationary period, either to allow for more time to assess the employee or to give the employee more time to improve their performance. If you need to write a probation extension email, it’s important to structure it in a way that is clear, professional, and respectful.

Here’s a suggested structure for a probation extension email:

Subject line

This should be straightforward and to the point. It should clearly convey the purpose of the email. For example, “Request for Probationary Period Extension.”


Begin with a professional and respectful salutation. If you have a good relationship with the employee, you may use their first name. Otherwise, stick with a more formal greeting such as “Dear [First Name] [Last Name].”

Opening paragraph

Start by thanking the employee for their work during the probationary period. Mention any positive contributions they have made to the company. This sets a positive tone for the rest of the email.

Reason for extension

Explain the reason for the extension. For example, you may need more time to assess the employee’s performance or the employee may need more time to improve their skills. Be clear and specific about your concerns.

Length of extension

Specify the length of the extension. This could be a few weeks or several months, depending on the situation. Be realistic and fair.


Outline your expectations for the extended probationary period. What goals does the employee need to achieve in order to successfully complete the probationary period? What specific areas do they need to improve in? Be clear and specific, and provide any resources or support that the employee may need.

Closing paragraph

End the email on a positive note. Reiterate your confidence in the employee’s abilities and their potential to succeed. Encourage them to ask questions or seek clarification if needed. Thank them again for their hard work and dedication.


End the email with a professional closing. “Sincerely” or “Best regards” are appropriate options. Sign off with your name and title.

Remember, a probation extension email is a serious matter and should be treated with care and respect. By following this suggested structure, you can convey your concerns in a clear and professional manner, while still maintaining a positive relationship with the employee.

7 Probation Extension Email Templates for Different Reasons

Injured Employee

Dear [Employee’s Name],

I hope this email finds you comfortable after your recent workplace accident. I am writing to recommend an extension of your probation period for three months. As you know, your productivity has been impacted due to your injury. We understand that it may take some time for you to recover fully, and during this period, we would like to support you in every possible way.

Extending your probation period will provide us an opportunity to monitor your progress and ensure that you get adequate time to resume your duties without any undue stress or pressure. I believe it will also help you to get back into the groove of work life recovering from your injury and allow us time to evaluate your performance correctly.

I assure you that this decision is nothing personal but based solely on your health and best interest. We look forward to your speedy recovery and return to your outstanding performance.

Wishing you the best of health.

Best regards,

[Your Name]

Low Productivity

Dear [Employee’s Name],

I am writing to recommend an extension of your probation period due to concerns about your productivity. As an employee of this company, we expect all our staff to meet specific performance targets. Since the start of your probation, we have noticed a significant decline in your productivity. We understand that this may be attributed to your learning curve or any other personal challenges.

To give you an opportunity to sharpen your work proficiency and meet company goals, we suggest a probation extension of 60 days. During this period, we will give you support in terms of resources and training to enhance your efficiency to meet the expected performance standards.

We value your work, and we believe that with a focused approach to your job, you have a significant potential to be a valuable addition to our team. I hope you take this opportunity to improve your productivity and meet the company’s expectations.

Best regards,

[Your Name]

Attendance and Punctuality

Dear [Employee’s Name],

I am writing to recommend an extension of your probation period due to unsatisfactory attendance and punctuality. As you know, the company has established attendance policies that all employees are expected to adhere to, and this includes arriving at work on time. Regrettably, your attendance records and punctuality are falling below the standards set for the probationary period.

Considering how integral the element of attendance is, we recommend a probation extension of three months. This period will give you time to improve your attendance and punctuality. We understand that life is full of challenges that affect attendance and punctuality, but it is still our responsibility to consider the team’s objectives and meet our work commitments.

We hope that you will take this opportunity to commit better and remind ourselves why our careers are essential to us.


[Your Name]

Overcoming Personal Challenges

Dear [Employee’s Name],

I am writing to recommend an extension of probationary period as we acknowledge the personal challenges you are facing are reflecting negatively on your professional performance.

We understand that life may be difficult, and things may happen that are entirely out of our control. It is when personal challenges affect our work that corrective steps must be taken to ensure our work progress does not drastically affect our team or company. Although your work performance has not been what we expect, we value your hard work and commitment to this company.

We suggest a probation extension of 90 days to give you enough time to take the necessary measures to overcome your personal challenges and perform professionally.

I hope that this extension gives you the time to overcome whatever obstacles you are facing and come back stronger, more focused, and ready to perform better.


[Your Name]

Irregular or Inadequate Reporting

Dear [Employee’s Name],

I am writing to recommend a probation extension of three months due to your irregular or inadequate reporting. Upon the company’s request, we evaluate the performance of our employees not only based on completed tasks but also reporting. Your reporting accuracy and timeliness have been inconsistent from the beginning of your probation period and have not improved.

As a company that counts on a precise feedback system, we hope that you will undergo a probation extension to understand the importance and necessity of reporting in-depth. We will provide necessary guidance and resources to help you develop improved reporting mechanisms.

We believe that you can utilize the extension period to work on enhancing your reporting capabilities, which would lead to better productivity and overall team performance.

Thank you for considering this recommendation, and keep the positive attitude.


[Your Name]

Professional Conduct

Dear [Employee’s Name],

I am writing to recommend a probation extension of 60 days due to concerns over your professional conduct. As an employee of this company, we value professionalism, work ethics, and excellent healthy work environment. However, there have been a few instances where you have not been able to maintain a healthy and fair work environment among your colleagues.

We want to give you an opportunity to rectify this habit and ensure it does not affect the team and performance expectations and objectives. A probation extension allows you to get the necessary guidance and support to understand why such conduct is unacceptable and the impact that it has on the team and the company.

We hope that you will use this probationary period effectively to work on essential leadership skills to lead and work effectively as a team member to deliver excellent and efficient work performance.

Best regards,

[Your Name]

Customer dissatisfaction

Dear [Employee’s Name],

I hope this email finds you in good health and excellence. I’m writing to recommend a probation extension of 90 days to address issues with customer satisfaction. As you knew, our company highly values our client and customer feedback, and it has come to our attention that there has been some customer dissatisfaction with your work.

We recommend that this extension be used to take the necessary steps to analyze, and then rectify the reason for the dissatisfaction through training and mentorship. Our goal is to ensure that customer satisfaction is paramount, especially during the probationary period.

Customer satisfaction is a constructive feedback mechanism, as it highlights the areas where we need to improve our work experience and achieve excellence in completing the company’s objectives. We hope that this probation extension serves the purpose of achieving better levels of customer satisfaction and company productivity.

Wishing you all the best,

[Your Name]

Tips for Writing a Probation Extension Email Sample

Probation is a period of time given to employees who are new to a company or have made some mistakes in their work. If an employee is on probation and their work has not met the company’s expectations, they may need to ask for an extension. Writing a probation extension email can be tricky, but here are some tips to help make it easier:

  • Start by clearly stating the reason for the request: In your email, it’s important to explain why you’re requesting an extension. Did you need more time to complete a project or require additional training? Be specific and direct in your message to avoid misunderstandings.
  • Provide evidence to support your request: Providing evidence of your progress and what you’re doing to improve can help increase your chances of getting an extension. Share any relevant documents or feedback from your supervisor to show that you’re making progress towards your goals.
  • Be polite and professional: Even if you’re feeling frustrated or worried, it’s important to maintain a polite and professional tone when writing your probation extension email. Address your supervisor respectfully, use proper grammar and language, and explain your situation in a clear and concise manner.
  • Suggest a plan of action: To show your commitment towards improving, you can offer a plan of action to help you succeed during the probation extension period. This will show your employer that you’re dedicated to improving your work and that you’re willing to put in extra effort to succeed.
  • Express your gratitude: Finally, express gratitude for the opportunity and the extension. Thank your employer for giving you the chance to improve and for considering your request. This will show your employer that you appreciate the opportunity to improve and are committed to doing your best.

By following these tips, you can increase the chances of getting a probation extension from your employer. Be organized, thorough, and respectful throughout the process, and demonstrate your willingness to work hard and improve.

Probation Extension Email Sample FAQs

What is a probation extension email?

A probation extension email is a formal request sent by an employee to the human resources department or their manager, asking for an extension of their probation period beyond the original probation period.

Why would someone need to send a probation extension email?

There are several reasons why someone may need to send a probation extension email, such as needing more time to achieve performance goals or needing additional training.

What should be included in a probation extension email?

A probation extension email should include a polite request for an extension, a reason for the extension, and a proposed extension period.

Who should I address the probation extension email to?

The probation extension email should be addressed to the human resources department or your immediate manager.

When should I send the probation extension email?

The probation extension email should be sent before the end of your original probation period, but not too far in advance to avoid giving the impression that you are not capable of meeting the performance goals.

What if my request for a probation extension gets denied?

If your request for a probation extension gets denied, you should discuss the reasons for the denial with your manager or the human resources department and work to address any concerns they may have.

Is it possible to request multiple probation extensions?

While it is possible to request multiple probation extensions, it is generally not recommended as it may impact your future job prospects and could be seen as an indication that you are not capable of performing the job.

What happens if I don’t send a probation extension email?

If you don’t send a probation extension email and your probation period ends without achieving the required performance goals, your employment may be terminated.

Can I use a probation extension email to negotiate a pay increase?

No, a probation extension email is not the appropriate forum for negotiating a pay increase. This should be brought up in a separate conversation with your manager or HR representative.

Wrapping Up

And there you have it, folks! We hope this probation extension email sample has helped you craft the perfect email to extend your probation. Remember, it’s always important to remain professional when communicating with your employer, but don’t be afraid to let your personality shine through. Thanks for reading and be sure to visit our website again for more helpful tips and tricks!