Probation Termination Letter
[Your Name]
[Your Title/Position]
[Your Company/Organization]
[Company Address]
[City, State, ZIP Code]
[Date]
[Recipient's Name]
[Recipient's Title/Position]
[Recipient's Department (if applicable)]
[Company/Organization Name]
[Company Address]
[City, State, ZIP Code]
Subject: Probation Termination Notice
Dear [Recipient's Name],
I hope this letter finds you well. It is with regret that I am writing to inform you that your probationary period at [Company/Organization Name] has been terminated, effective as of [termination date].
After careful evaluation and consideration of your performance during the probationary period, it has been determined that your overall performance and suitability for the position do not meet the requirements and expectations set forth for this role. The decision to terminate your probationary employment is not made lightly, but we believe it is in the best interest of both parties.
During your probationary period, we have provided feedback and opportunities for improvement to help you succeed in your role. Despite these efforts, we have not observed the necessary progress and growth required for the position.
Your final paycheck, including any accrued but unused vacation days, will be processed and delivered to you as per company policy. Please also return any company property or documents in your possession before your last day of employment.
We understand that this may come as disappointing news, but we encourage you to take this experience as an opportunity to learn and grow professionally. We are committed to supporting your transition and will provide any necessary documentation or references upon your request.
If you have any questions or would like to discuss this decision further, please feel free to reach out to me directly.
We wish you the best of luck in your future endeavors.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Company/Organization]
[Contact Information]
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Formal Probation Termination Letter Due to Performance
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated effective [Termination Date], as your performance during the probation period has not met the required standards.
We appreciate your efforts and contributions during this period. Please ensure that all company property is returned by your last day.
We wish you the best in your future endeavors.
Sincerely,
[Manager Name]
[Designation]
Probation Termination Letter for Conduct Reasons
Dear [Employee Name],
After careful review, we have decided to terminate your employment with [Company Name] effective [Termination Date] due to conduct that does not align with company policies and expectations during your probationary period.
We hope you will take this experience as an opportunity for personal growth. Please coordinate with HR to complete the necessary formalities.
Sincerely,
[HR Manager Name]
[Company Name]
Friendly and Professional Probation Termination Letter
Dear [Employee Name],
We regret to inform you that your probationary employment at [Company Name] will end on [Termination Date]. This decision has been made after assessing overall fit and performance during your probation period.
We thank you for your efforts and wish you the best for your future career. Please contact HR to arrange the handover of any company property.
Kind regards,
[Manager Name]
Quick Email Probation Termination Notice
Subject: Termination of Probation
Hi [Employee Name],
Following the review of your probation period, we regret to inform you that your employment with [Company Name] will be terminated effective [Termination Date].
Thank you for your contributions, and we wish you success in your future endeavors.
Best regards,
[Manager Name]
Probation Termination Letter Due to Department Restructuring
Dear [Employee Name],
Due to unforeseen departmental restructuring, we regret to inform you that your probationary employment with [Company Name] will end on [Termination Date].
We truly value your efforts and hope you understand the circumstances. HR will provide assistance regarding final settlements and documentation.
Sincerely,
[HR Manager Name]
Formal Termination with Feedback for Improvement
Dear [Employee Name],
After a comprehensive review of your probationary period, we have decided to terminate your employment with [Company Name], effective [Termination Date].
While your contributions are appreciated, there are specific areas for improvement which were discussed during your probation review. We encourage you to apply this feedback for future opportunities.
Thank you for your time with us, and we wish you the best.
Sincerely,
[Manager Name]
[Designation]
What / Why a Probation Termination Letter is Important
- Provides official documentation of the employment termination.
- Ensures clarity on reasons and last working day.
- Protects the company legally and maintains professional communication.
- Helps the employee understand areas for improvement or the reason for termination.
Who should send a Probation Termination Letter
- Direct manager or supervisor.
- Human Resources department.
- Authorized company representative responsible for employment decisions.
Whom the Probation Termination Letter is Addressed To
- The employee under probation.
- Optionally, CC to HR for record-keeping and legal purposes.
When to Send a Probation Termination Letter
- At the end of the probation period when performance or conduct is unsatisfactory.
- Immediately after the decision is made to terminate employment.
- In cases of department restructuring or unforeseen organizational changes during probation.
How to Write and Send a Probation Termination Letter
- Begin with a clear statement of termination and effective date.
- Mention reason succinctly: performance, conduct, fit, or organizational changes.
- Express appreciation for contributions.
- Include instructions for final settlements or returning company property.
- Send formally via email or printed letter based on company policies.
Formatting, Tone, and Style Recommendations
- Length: 1–2 pages maximum.
- Tone: Professional, polite, firm, and neutral.
- Style: Clear, concise, and unemotional.
- Mode: Printed letter or email depending on urgency and company policy.
- Include: date, employee name, manager name, company designation.
Tricks and Tips for Effective Probation Termination Letters
- Keep language professional and avoid personal criticisms.
- Include clear last working day and responsibilities until then.
- Maintain consistent format with other HR communications.
- Provide contact info for HR to handle queries.
- Optionally include constructive feedback to support employee development.
Common Mistakes to Avoid in Probation Termination Letters
- Using overly harsh or emotional language.
- Leaving out the effective date of termination.
- Failing to provide instructions for return of company property or final settlements.
- Being vague about reasons when clarity is necessary for HR documentation.
- Sending without proper authorization from management or HR.
Elements and Structure of a Probation Termination Letter
- Greeting addressing the employee.
- Statement of termination with effective date.
- Brief reason for termination (performance, conduct, or restructuring).
- Appreciation for efforts during probation.
- Instructions for final paperwork or return of assets.
- Closing with manager or HR name and designation.
After Sending a Probation Termination Letter
- Confirm receipt with the employee.
- Ensure final settlements and documents are processed.
- Maintain records in HR files for legal compliance.
- Follow up on returned company property and access revocation.
Compare and Contrast with Other Termination Letters
- Regular Termination Letters: Often include more detailed severance or performance discussions.
- Immediate Dismissal Letters: Urgent, usually without notice; probation letters may allow short notice.
- Alternatives: Informal discussion prior to sending letter; written letter provides official documentation and legal clarity.
