Terminating someone’s employment, even during their probationary period, is never easy. However, sometimes it’s necessary. To make the process as smooth as possible, it’s important to use a professional and clear letter. In this article, we’ll provide you with several sample letters to guide you through the process.
Below, you’ll find seven different examples of sample letters to help you terminate employment during probationary periods. We’ve included a variety of reasons and situations you may encounter in the workplace. These are just examples, so feel free to edit them as needed to fit your specific circumstances.
Each letter includes a unique greeting, body, and complimentary close. We’ve also wrapped each example in <section class=”letter-templates”>, but do not add the title and subtitle in the section.
Sample Letters
Sample Letter #1: Poor Performance
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated effective immediately due to poor performance during your probationary period.
You were given several opportunities to improve, but unfortunately, we did not see the necessary progress. We hope that you can use this experience as a lesson and learn from it for your future endeavors.
We wish you the best in your future career.
Sincerely,
[Your Name], [Your Position]
Sample Letter #2: Violation of Company Policies
Dear [Employee Name],
It’s with regret that we must inform you that we have decided to terminate your employment with [Company Name] due to your violation of company policies during your probationary period.
As an employee, you were expected to adhere to our policies and procedures, which include [policy violated]. Despite several warnings and discussions, your behavior did not change.
We want to thank you for your time and effort spent with us, and we wish you the best of luck in your future career.
Best regards,
[Your Name], [Your Position]
Sample Letter #3: Inappropriate Behavior
Dear [Employee Name],
We regret to inform you that we have decided to terminate your employment due to inappropriate behavior during your probationary period.
Our company has a zero-tolerance policy for harassment, discrimination, and other forms of inappropriate behavior. Despite several conversations and training sessions about our policies, your behavior did not change.
We thank you for your time with us and wish you the best in your future endeavors.
Respectfully,
[Your Name], [Your Position]
Sample Letter #4: Job Abandonment
Dear [Employee Name],
We regret to inform you that we have decided to terminate your employment with [Company Name] due to job abandonment during your probationary period.
You have not reported to work or communicated with us for [number of days], which is a clear violation of our company policies. We made several attempts to contact you, but we did not receive any response.
We appreciate your time with us and wish you the best in your future endeavors.
Best regards,
[Your Name], [Your Position]
Sample Letter #5: Poor Attendance
Dear [Employee Name],
We regret to inform you that we have decided to terminate your employment due to poor attendance during your probationary period.
Attendance is a critical aspect of any job, and during your probationary period, we expected you to be punctual and reliable. Unfortunately, you have missed [number of days] days of work, which is well beyond the company’s policy for absences.
We thank you for your time with us and wish you the best in your future endeavors.
Sincerely,
[Your Name], [Your Position]
Sample Letter #6: Inability to Meet Job Requirements
Dear [Employee Name],
We regret to inform you that we have decided to terminate your employment with [Company Name] due to your inability to meet the job requirements during your probationary period.
We had high hopes for your performance, but unfortunately, you were unable to meet the standards required for this position. Despite feedback and additional training, your performance did not improve.
We appreciate your time with us and wish you the best in your future endeavors.
Respectfully,
[Your Name], [Your Position]
Sample Letter #7: Downsizing
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated due to downsizing during your probationary period.
This decision was not related to your performance, but rather a necessary step for the company’s survival. We appreciate your time and effort spent with us and will provide you with any necessary documentation or reference letters for your future job search.
Best regards,
[Your Name], [Your Position]
Tips for Writing a Sample Termination Letter During Probationary Period
If you need to terminate an employee’s employment during their probationary period, here are some tips to consider:
- Be clear and concise in your communication
- Always be professional and respectful
- Explain the reason(s) for termination
- Offer any necessary documentation or references
- Provide a point of contact for the employee’s questions
Frequently Asked Questions (FAQs)
Q: What should be included in a termination letter during probationary period?
A: A termination letter during probationary period should include the reason for termination, effective date, and any necessary documentation or references.
Q: Can an employee sue for termination during probationary period?
A: While it is possible for an employee to sue for wrongful termination, it is rare that a case can be brought against the employer during the probationary period. It is always best to consult with a legal professional to understand your specific circumstances.
Q: How do I handle difficult emotions during the termination process?
A: Terminating someone’s employment is never easy, and it’s common to experience difficult emotions during the process. It’s important to stay professional and respectful, and to keep the employee’s dignity intact. If you’re struggling to handle your emotions, consider seeking support from a colleague, manager, or HR representative.
Q: Can an employee be terminated during probationary period without reason?
A: In many cases, yes. During the probationary period, an employer can terminate an employee’s employment without reason or cause. However, it is important to review the terms of the probationary period to understand any specific requirements or limitations.
Q: What are the potential consequences of improperly terminating an employee during probationary period?
A: Improperly terminating an employee during the probationary period can result in legal and financial consequences for the employer. It’s best to consult with a legal professional to understand your specific circumstances and to ensure proper procedures are followed.
Q: Can a probationary period be extended?
A: Yes, in some cases, a probationary period can be extended. This can be done to give the employee more time to demonstrate their skills or to allow for additional training. However, it’s important to have clear communication with the employee and to document any extensions or changes to the original agreement.
Q: What is the purpose of a probationary period?
A: The purpose of a probationary period is to evaluate an employee’s performance and suitability for a specific position. This period allows both the employer and the employee to assess whether the job is a good fit, without committing to a long-term employment relationship.
Conclusion
Terminating an employee during their probationary period can be challenging, but it’s sometimes necessary. By using a professional and clear letter, you can make the process as smooth as possible. Remember to be respectful and concise in your communication, and to provide any necessary documentation or references. If you’re struggling with the process, consider seeking support from a colleague, manager, or HR representative.