3 Essential Termination Letter Templates for Probationary Periods

Creating a termination letter during a probationary period requires careful attention to detail and sensitivity, as it can be a challenging message to deliver. Here are three unique templates that you can use and adapt according to your specific circumstances:

Template 1: Straightforward Termination Letter





[Your Company’s Letterhead]

[Date]

[Employee’s Name]
[Employee’s Address]
[City, State, Zip Code]




Dear [Employee’s Name],

We regret to inform you that your employment with [Company Name] will be terminated effective [End Date], concluding your probationary period.

Despite the efforts and opportunities provided for improvement, the expectations and requirements of your role as [Job Title] have not been satisfactorily met. Specific areas where performance has not met our standards include [list specific areas of underperformance].

Please return all company property on or before your last working day, including [list items such as ID badge, equipment, etc.]. Your final paycheck, inclusive of accrued benefits and minus applicable deductions, will be available on your last working day. If you have questions about your final pay or benefits, please contact [Name or Department].

You are requested to attend an exit interview on [Date and Time] to discuss your employment experience and the return of company property.

We thank you for the efforts you have put in and wish you success in your future endeavors.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]


Template 2: Detailed Feedback and Supportive Termination Letter

[Your Company’s Letterhead]

[Date]

[Employee’s Name]
[Employee’s Address]
[City, State, Zip Code]

Dear [Employee’s Name],

This letter serves as formal notification that your employment with [Company Name] in the position of [Job Title] will be terminated, effective [End Date]. This decision follows the completion of your probationary period, during which we have closely monitored your performance.

Throughout your probation, we have observed several areas needing significant improvement, such as [list specific performance issues]. Despite the training and resources provided, the consistent performance required for the role has not been achieved.

We recognize that job matches are not always perfect, and sometimes external factors influence performance. We encourage you to utilize this experience as a learning opportunity for future positions.

Please ensure that all company property, including [specify items like laptops, keys, documents], is returned by your final working day. You will receive your final paycheck for the period worked, along with compensation for accrued benefits, as per our company policies.

For any further assistance regarding your career or clarification on benefits, do not hesitate to reach out to [HR Contact Information]. We hope that your next employment opportunity will be a better fit, and we wish you success in your future career endeavors.

Kind regards,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]


Template 3: Formal and Legalistic Termination Letter

[Your Company’s Letterhead]

[Date]

[Employee’s Name]
[Employee’s Address]
[City, State, Zip Code]

Dear [Employee’s Name],

We regret to inform you that, following the conclusion of your probationary period, it has been decided that your employment with [Company Name] will be terminated, effective [End Date].

As discussed in previous performance reviews dated [insert dates], the level of proficiency required in [list specific skills or job duties] has not been demonstrated satisfactorily. [Company Name] must maintain a workforce that can consistently meet organizational demands and objectives.

Legal requirements and company policies have been strictly followed in the evaluation of your performance during this period. You are entitled to a final paycheck to be issued on your last working day, which will include payment for all hours worked and accrued benefits. Please contact [Name or Department] should you need information regarding your benefits or any other employment matters.

We require the return of all company properties, such as [list of properties], no later than your final working day.

We appreciate the time you have spent with us and wish you all the best in your future professional endeavors.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]


These templates cater to different tones and levels of formality, allowing you to choose one that best fits the nature of the termination and your company’s culture.