During those times when employers hire new employees, they usually put them through a probationary employment period. Lots of employers use this time to do ascertain as to whether or not these new employees are able to handle the responsibilities of their new job. Basically, it’s a period that an employer does an employee evaluation to see if these new recruits are right for their position.
However, in the event that the employer has seen that these employees have been under performing or that their performance is unacceptable, they have the right to terminate these employees. However, they’ll need to send these employee’s some sort of notice before they can actually do that. Which is why there are probation termination letters that can easily help these employers out.
Unsuccessful Probation Termination Letter
Probationary Dismissal Letter
Notice of Initial Probation Termination Letter
Probationary Employee Termination Letter in PDF
Termination or Probationary Employment Letter
What Is a Probation Termination Letter?
As mentioned earlier, this is the kind of letter that employers have to hand out to new recruits during their probationary period in the event that their employee assessment shows that they haven’t exactly been meeting expectations. Simply put, it’s to terminate any unsuitable probationary employees from the company. So when employers create these letters, they have to point out that the probationary employee was informed that his or her performance and/or conduct issues were explained during a meeting, as well as being given multiple warnings before the termination letter was handed out.
Steps to Help You Prepare Making a Probation Termination Letter
Although it’s never easy to tell someone that he or she hasn’t been doing a good job, sometimes it’s necessary. If you’ve done a proper employee appraisal which would tell you the results of how your probationary employees are performing, then there’s a possibility that you’ve noticed some of them not exactly doing as well as you would have hoped during their probationary period. With this letter, you can tell those new employees who have been under performing that their employment will not continue once the probationary period is done. So to help your prepare, here are a couple of steps that will help you make a proper probation termination letter.
- You will need to highlight the expected performance as well as the employee behavioral standards. The point of the probationary performance is to allow the employer to assess the new employee’s performance on the job. In the event that any of the new employee’s are having issues with performance, then it’s the job of the employer to address them as soon as possible. Performance and conduct issues usually arise because these new employees don’t know what the company is expecting from them. So as an employer, what you should do is to make sure that these employees understand the roles that they have, their expected level of performance and their expected conduct at work. Also, the employer must provide these people with regular employee performance feedback while they’re on their probation period and tell them what needs to be changed or improved should there be any problems.
- Create the letter stating the employee’s unsuccessful probation period. It’s best practice that you should confirm with the employee regarding his or her status in the probation period. You’ll need to decide if that persons’ employment will continue or not once the probationary period is over. Remember that you’ll need to give this letter to the employee before the end of the probationary period otherwise serious problems could arise.
- Schedule a meeting with the employee to provide the letter of unsuccessful probation as well as the notice of termination. It’s very important that you meet with the new employee if you’re considering terminating his or her employment. The reason for this is because the meeting will give you the opportunity to provide the new employee with feedback based on performance and conduct, explain why the new employee’s probation was unsuccessful, give the new employee time to review and respond to all of the comments you have made.
- Remember to keep a copy of the probation termination letter. You will need to do this as well as documenting the meeting with the new employee and keeping it on record. The reason for this is that there might come a time where a lawsuit might be charged against you regarding the new employee’s termination. With a record of the termination as well as the meeting, any charges regarding the termination can be cleared.
Employee Dismissal Probation Termination Letter
Probationary Employee Termination Letter
Letter of Termination of Probationary Employment
Probationary Work Termination Letter
Employee Termination Letter PDF
Tips for Writing a Probation Termination Letter
The following are a few tips that should be able to help you out in the event that you’re required to tell one of your new employees that he or she hasn’t been meeting with your expectations during the probation period:
- Within the first paragraph, you will have to clearly state that the intention of this letter is to end the employment before the probation period ends. You’re going to have to provide a date and time where the termination will be effective. In most cases, the termination is usually effective as soon as the next day or even on the day that the letter has been handed over. The reason being that there are a few new employees who have underperformed to the point where they just become too much of a liability to the company to keep.
- Provide ample reason as to why the employee under probation is being terminated. You aren’t exactly obliged to provide this information, but it makes for good practice for providing the employee with feedback that he or she can use for future employment. You also don’t have to make it too lengthy or place too much detail into it, so long as the employee understands why he or she is being terminated then there shouldn’t be any problems. The employee might even appreciate this information as it could very well help fix whatever problems he or she has. When writing, make sure that your reasons aren’t discriminatory in any way otherwise you could be facing some serious legal issues.
- You have to provide the employee with clear information regarding any administrative actions that need to be taken. Doing this makes sure that the employee complies with whatever needs to be done once receiving the letter of termination. So things like having the employee hand back all company property that he or she possesses and any paperwork that he or she is required to seen before before the termination can proceed.
- Have the letter signed by the person responsible for hiring the employee or the company’s chief executive officer. Doing this shows that the decision to terminate the employee has been fully supported by the company’s management which would help the employee understand that the it was not just you that had a say on the termination.
- Always remember that if you decide to terminate the employee contract, then you must do so lawfully. You are going to have to be aware of the the probation period and know if the particular employee is to receive any sort of generous entitlements once the probation period expires. The period in which the employee is terminated can also be from an unfair dismissal perspective from both the employee and the employer.
Unusable Reasons for Probation Termination Letters
You can’t just terminate an employee during the probation period just because you have the power to do so. Employers can only terminate these employees if they have a good reason to, usually if it’s something that heavily affects the company in a negative way. So here are a couple unlawful reasons that employers shouldn’t use to terminate a probationary employee.
- As mentioned before, any kind of discriminatory reason is unacceptable. So anything that has to do with age, gender, color, physical or mental disabilities, nationality, or even religion cannot be accepted as a viable reason for terminating an employee. Doing so with only lead to the employee filing a lawsuit against you as well as the company that you work for, and that can only end badly.
- If you’ve received a complaint letter from the probationary employee, then that’s not a good reason to terminate him or her. Employees have the right to complain if there are things that could possibly be disrupting their productivity or performance within the workplace. It’s also up to management to check these complaints to see if they’re justifiable or not, as well as hearing whatever the employee has to say. So one cannot just fire an employee, even during the probation period, if he or she lodges a complaint.
- If the employee has made an inquiry, then that should not serve as the basis of your termination. Doing this would breach the general protections regime which could lead to unfair dismissal claims by the employee.
If there are any problems regarding the employee’s termination, then it’s best that both employee and employer should seek legal advice in relation to the employment. All employment relations should be well recorded in drafted contracts in the event that the employee’s probation period is being considered. This should also be updated regularly in the event that the law develops.