Probation Dismissal Letter
[Your Name]
[Your Title/Position]
[Your Organization]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Employee's Name]
[Employee's Address]
[City, State, ZIP Code]
Subject: Probation Dismissal Letter
Dear [Employee's Name],
I am writing to inform you that, after careful consideration and review of your performance during the probationary period, we have come to the difficult decision to terminate your employment with [Your Organization], effective [last working day, typically 1-2 weeks from the date of the letter].
Your probationary period was designed to assess your suitability for the [position/job title] role and your ability to meet the performance expectations of our organization. Regrettably, it has become evident that your performance and progress have not met the standards we require for the position.
During your probationary period, we have provided you with feedback, guidance, and support to help you succeed in your role. Despite these efforts, we have not observed the necessary improvements in key areas such as [specific performance issues, if applicable]. As a result, we believe that it is in the best interest of both parties to conclude your employment with [Your Organization].
Please return any company property, keys, access cards, or materials in your possession by [last working day]. You will receive your final paycheck, including any accrued but unused vacation days, on [date of final paycheck, typically the next regular pay cycle]. Information regarding COBRA benefits continuation, if applicable, will be provided separately.
We understand that this news may be disappointing, and we want to assure you that we appreciate your efforts during your time with [Your Organization]. We wish you the best in your future endeavors and hope that you find success and fulfillment in your next opportunity.
If you have any questions or need further assistance, please do not hesitate to contact [HR representative's name and contact details].
Sincerely,
[Your Name]
[Your Title/Position]
[Your Organization]
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Probation Dismissal Letter Due to Performance
Subject: Termination of Employment During Probation
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated effective [Date], during your probation period. Despite our efforts to provide guidance and support, your performance has not met the expectations outlined in your probation objectives.
Please return all company property and complete the exit formalities by [Date]. We wish you success in your future endeavors.
Sincerely,
[Manager Name]
[Position]
[Contact Information]
Provisional Probation Dismissal Letter
Subject: Probation Period Termination Notification
Dear [Employee Name],
This letter serves as formal notice of termination of your employment with [Company Name] effective [Date]. This decision is made after careful review of your performance and overall fit within our team during the probationary period.
Please contact HR to complete necessary exit procedures and to collect any due compensation.
Best regards,
[HR Manager Name]
[Contact Information]
Casual and Compassionate Probation Dismissal Email
Subject: Notice of End of Probation
Hi [Employee Name],
We appreciate your efforts during your probation at [Company Name]. Unfortunately, after reviewing your progress and performance, we have decided to end your employment as of [Date].
We thank you for your contributions and wish you all the best in your future roles. HR will reach out to guide you through the final steps.
Kind regards,
[Manager Name]
Formal Probation Dismissal Letter with Feedback
Subject: Termination of Employment During Probation
Dear [Employee Name],
After careful evaluation during your probationary period, we have concluded that your performance in [specific areas] does not meet the standards required for your role at [Company Name]. Accordingly, your employment will be terminated effective [Date].
Enclosed is detailed feedback to help you in your future endeavors. Please coordinate with HR regarding exit formalities and final settlement.
Sincerely,
[Manager Name]
[Position]
[Contact Information]
Quick and Concise Probation Dismissal Message
Subject: End of Probation Notice
Dear [Employee Name],
We inform you that your employment at [Company Name] will end on [Date], following the probationary evaluation. HR will provide details regarding your exit and final dues.
Thank you for your time and efforts.
Regards,
[HR Representative Name]
What / Why: Purpose of a Probation Dismissal Letter
- Officially informs the employee that their probation period has ended with termination.
- Provides clarity on the decision and ensures compliance with labor regulations.
- Reduces misunderstandings and maintains professional communication.
Who Should Send a Probation Dismissal Letter
- Immediate supervisors or managers responsible for performance evaluation.
- Human Resources representatives to ensure proper legal and procedural adherence.
- Company directors or executives in smaller organizations.
Whom the Probation Dismissal Letter Should Be Addressed To
- The employee whose probation is ending.
- Optionally, HR for internal records.
- Could include other relevant management personnel for documentation purposes.
When to Send a Probation Dismissal Letter
- At the end of the probation period when performance objectives are not met.
- Immediately after internal review and final evaluation decision.
- As soon as feasible to allow the employee to make transition plans.
How to Write and Send a Probation Dismissal Letter
- Review employee performance, documentation, and probation objectives.
- Decide on tone: formal, professional, or compassionate depending on company culture.
- Include effective date, reason for dismissal, and exit instructions.
- Deliver in person if possible, followed by a written letter or email.
Requirements and Prerequisites Before Writing
- Completed performance evaluations and documentation.
- Approval from HR and management for termination.
- Knowledge of legal obligations and notice periods.
- Exit process and final settlement details prepared.
Formatting Guidelines
- Length: concise but complete; usually one page.
- Tone: formal, professional, and respectful.
- Structure: subject, greeting, explanation, next steps, closing.
- Mode: printed letter is preferred; email acceptable in certain scenarios.
After Sending / Follow-up Procedures
- Ensure HR schedules exit interview and final payment.
- Collect company property and revoke access credentials.
- Maintain documentation in employee file.
- Provide reference guidance if applicable.
Common Mistakes to Avoid
- Being vague or not specifying reason for dismissal.
- Using overly harsh or disrespectful language.
- Delaying communication beyond the probation end date.
- Failing to comply with labor laws or internal procedures.
Elements and Structure of a Probation Dismissal Letter
- Subject line indicating purpose.
- Proper greeting addressing the employee.
- Explanation of reason for termination.
- Effective date of dismissal.
- Instructions for exit procedures and final settlement.
- Closing statement with professional tone.
- Signature of authorized manager or HR representative.
Tricks and Tips for Effective Probation Dismissal
- Keep language professional and empathetic.
- Include specific feedback if appropriate.
- Coordinate with HR to ensure smooth transition.
- Maintain documentation for legal and internal record purposes.
- Consider in-person delivery followed by a written copy.
Pros and Cons of Sending a Probation Dismissal Letter
Pros:
- Provides official, documented communication of decision.
- Helps reduce misunderstandings or disputes.
- Supports legal and HR compliance.
Cons:
- May negatively affect employee morale or team perception.
- Requires careful wording to avoid legal issues.
Compare and Contrast with Other Termination Letters
- Similar to general termination letters but specific to probation.
- Unlike standard termination, may not require extensive notice period.
- Focused on performance during probation rather than long-term behavior or conduct.
- Often shorter, more direct, and less formal than post-probation termination letters.
Does it Require Attestation or Authorization?
- Typically requires HR review and managerial approval.
- Signature of authorized personnel is recommended for official documentation.
- No legal notarization is generally required unless specified by company policy or local labor law.
