The Probation Extension Letter is utilized when an employee's initial probationary period has not provided sufficient time to fully evaluate their performance or when specific performance concerns need to be addressed. This document, common in U.S. employment practice, formally communicates the extension of the probationary period, typically including the duration of extension, specific areas requiring improvement, and the support and evaluation process. It serves both as a legal record and a management tool, ensuring compliance with employment laws while providing clear documentation of expectations and consequences.
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1. Letter Header: Company letterhead, date, and recipient details including employee name, ID, and position
2. Reference Line: Subject matter and employee reference number
3. Extension Period: Clear statement of probation extension duration and new end date
4. Reason for Extension: Specific reasons why probation is being extended with examples of performance concerns
5. Performance Objectives: Clear expectations and goals that must be met during the extended probation period
6. Review Process: Details of how and when performance will be evaluated during the extended period
1. Support Measures: Additional training, mentoring, or support to be provided during the extended probation period
2. Previous Warnings: Reference to prior performance discussions or formal warnings issued
3. Union Representative Notice: Reference to union involvement and notification (required if employee is union member)
1. Performance Improvement Plan: Detailed plan outlining specific improvements required and timeline for achievement
2. Original Probation Terms: Copy of original probation agreement or terms for reference
3. Performance Review Documentation: Recent performance evaluations and documentation supporting the extension decision
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