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This post covers everything you need to know about termination letter in probation period.
As an employer, you may have come across situations where the employment relationship is not working out as expected during the probationary period.
In fact, It’s estimated that 20% or 1 in 5 new employees fails to successfully pass their probation period.
And the common reasons for that being lack of competence, an unwillingness to accept feedback lack of motivation, not having the right temperament for the job, poor interpersonal skills, etc.
In such cases, the termination of employment is often the most appropriate course of action.
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However, terminating an employee during the probationary period can be a sensitive matter, and it is important to follow the correct procedures to minimize any potential legal or reputational risks.
Here, we will explore the essential components of a termination letter in the probationary period, as well as some best practices to ensure a fair and respectful termination process for both of you.
Let’s get started
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Why do you need a termination letter in probation period?
Generally, a termination letter in probation period is an important document that helps protect both you and the employee, and ensures that the termination is handled in a professional and compliant manner.
The following are several reasons why you need the letter;
The first reason why you need a termination letter in probation period is to provide clarity about the termination decision.
During the probationary period, you can only terminate an employee’s employment for any reason that is not discriminatory or unlawful.
However, it is important to provide the employee with a clear explanation of the reasons for the termination, so that there is no confusion or misunderstanding about why the employment relationship is ending.
And the best way to achieve that is through a well-written termination letter.
I know you might be wondering how this simple piece of paper may legally protect you.
When you decide to terminate an employee during his probation period, it’s important to have valid reasons for doing so.
These reasons could include poor performance, violation of company policies or procedures, or simply not being a good fit for the job.
If the employee disagrees with the decision, he may choose to take legal action against you.
This could include filing a wrongful termination lawsuit or claiming that his termination was discriminatory.
Here is where things get hot.
To cool things down, the termination letter can serve as evidence that you acted in compliance with legal requirements and company policies.
It can also show that the decision to terminate was based on valid reasons and that the employee was given a fair opportunity to improve his performance or address any issues.
Without a termination letter, you may find it difficult to defend your decision in court or during a legal dispute.
The letter provides a clear record of the termination and helps establish that you acted in good faith and with valid reasons.
A termination letter is a professional way to communicate the termination to the employee, and it shows that you took the decision seriously and are taking the appropriate steps to end the employment relationship in a respectful and professional manner.
This letter provides a clear and concise explanation of the reasons for the decision, which can help the employee understand why termination is necessary.
It also sets out any relevant terms and conditions, such as the date on which the termination takes effect and any entitlements the employee may have.
By writing a termination letter, you are showing that you have given the decision careful consideration, and taking steps to ensure that the termination is handled in a professional and respectful manner.
This can help to minimize any negative feelings or misunderstandings that the employee may have about the termination, and can help to maintain a positive relationship between you and the employee, even after the employment relationship has ended.
In some countries or jurisdictions, employers are legally required to provide a written termination letter to employees who are terminated during their probation period.
Failing to provide a termination letter can result in legal penalties or other consequences.
How to write an effective termination letter in probation period
Writing an effective termination letter in probation period requires clear and concise communication that ensures the employee understands the reason for his termination and the terms of his departure.
Here is how you can do that;
- Begin the letter by stating that the purpose of the letter is to inform the employee that his employment is terminated.
- Be clear and concise in your language, and avoid using euphemisms or unclear language.
- Be specific and clear about the reasons for the termination.
- Provide details about the performance issues or other reasons that led to the decision.
- Use specific examples whenever possible.
- State the date on which the employee’s employment will end. This will help the employee understand when they need to stop coming to work and when their benefits will end.
- If the employee is entitled to any benefits or compensation as a result of their termination, explain these in the letter. For example, if the employee is entitled to receive pay in lieu of notice, explain how this will be calculated and when they can expect to receive it.
- Let the employee know what they should expect next, such as when they can expect their final paycheck, how to return company property, and how to access any benefits they may be entitled to.
Termination letter in probation period [TEMPLATE]
[City, State Zip Code]
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is terminated effective [Date of Termination]. Your probationary period has ended and we have determined that your performance does not meet the expectations for this position. We have made this decision after careful consideration of your work and based on the following reasons:
[Explain the specific reasons for the termination]
Please note that you are expected to return any company property in your possession on or before [Date of Termination]. You will be provided with your final paycheck on [Date of Final Paycheck], which will include any salary and benefits due to you up to the date of termination.
If you have any questions or concerns regarding your termination, please feel free to contact [HR Department/Manager] at [Contact Information]. We will also provide you with information on how to access any benefits or resources that you may be entitled to.
We appreciate your contribution to the company during your employment with us and wish you all the best in your future endeavors.
Termination letter in probation period sample
Dear Mr. Jones
I regret to inform you that your employment with ABC Corporation is terminated effective [date] due to poor performance during your probationary period. As you are aware, we have been monitoring your progress closely and have had several discussions with you regarding your performance. Unfortunately, we have concluded that your work does not meet the expectations for this position.
We have evaluated your work on the following aspects:
- Quality of work output
- Timeliness of completing assigned tasks
- Attitude toward colleagues and superiors
Despite our efforts to address the issues, we have not seen any significant improvement in your performance. This decision has been made after careful consideration of your work and we believe it is in the best interest of the company to terminate your employment.
Please note that you are expected to return any company property, including your laptop and access cards, by [date]. You will receive your final paycheck in the next payroll cycle, which will include any salary and benefits due to you up to the date of termination.
If you have any questions or concerns regarding your termination, please feel free to contact HR Department at email@example.com.
We wish you all the best in your future endeavors.