Probation termination letter template

What is this for?

A Probation Termination Letter informs an employee that their employment is ending during their probationary period. It outlines the reasons, termination date, and notice period details, while providing an option to appeal the decision. A clear, concise, and objective letter is essential for internal records and effective communication.

• Employment Contracts: The employment contract should be reviewed to ensure that it sets out the conditions that must be met for the employee to successfully complete their probationary period. The employer must ensure that the employee has been made aware of the conditions required to successfully complete the probationary period, and that they have been given adequate support and guidance during this time.

• Notice Periods: Employers should give the employee sufficient notice of the termination of their employment. This may be outlined in the employment contract or in the company's policies and procedures.

• Fairness and Objectivity: Employers must ensure that the decision to terminate an employee's employment during the probationary period is fair and objective, and that the employee has been given sufficient feedback, support and guidance to meet the required standards.

• Discrimination Law: Employers must ensure that the decision to terminate an employee's employment during the probationary period is not discriminatory in any way. This means that the decision must not be based on the employee's race, gender, age, disability, religion, sexual orientation or any other protected characteristic.

• Right to Appeal: Although not explicitly required under UK employment law, it is good practce to allow employees to appeal any decision to terminate their employment during the probationary period. Employers should have a process in place for employees to raise any concerns they may have and for these concerns to be addressed.

• Payment and Entitlements: Employers must ensure that they comply with any contractual entitlements or legal obligations when terminating an employee's employment during the probationary period. This may include payment in lieu of notice or holiday entitlement.

• Documentation: Employers should keep detailed records of the employee's probationary period, including any feedback, support and guidance provided, and any performance issues that arose. This documentation may be useful in the event of an appeal or a claim for unfair dismissal.

A note about appeals:

Allowing an employee to appeal a decision to terminate their employment during probation, even when there's no legal requirement, can have several benefits for both the employer and the employee:

Fairness and Transparency:

• Provides a fair and transparent process, demonstrating the employer's commitment to treating employees equitably.

• Allows the employee to understand the reasons for termination and present their perspective.

Employee Engagement:

• Engages employees in the decision-making process, fostering a sense of involvement and fairness.

• Demonstrates that the employer values employees' opinions and is open to considering alternative viewpoints.

Retention and Morale:

• May contribute to higher employee morale by showing that the employer is willing to give a second chance and invest in employees' success.

• A successful appeal can retain a potentially valuable employee and their skills.

Legal Risk Mitigation:

• Reduces the risk of potential legal claims or disputes by providing a mechanism for employees to address concerns internally.

• Demonstrates a commitment to fairness, which can be important if the termination decision is ever legally challenged.

Identifying Systemic Issues:

• Offers an opportunity to identify any systemic issues in the hiring or probation process that may need improvement.

• Helps the organisation learn and refine its practices for future hires.

While not legally mandated, offering an appeals process aligns with principles of fairness, open communication, and employee engagement. It reflects positively on the employer's commitment to treating employees with respect and can contribute to a positive workplace culture.

Scenario

XYZ Limited, a UK-based company, faces a situation where an employee on probation is not meeting the required standards of performance or conduct. HR Manager Sarah needs to issue a probation termination letter to inform the employee of the decision to terminate their employment.

Initial Response

Sarah reviews the employee's performance and conduct during the probationary period to assess whether they have met the required standards. If it is evident that the employee is not suitable for continued employment, Sarah proceeds with the termination process.

Drafting the Letter

Sarah carefully drafts a probation termination letter, ensuring it is clear, concise, and complies with UK employment law. The letter follows the company's standard template for probation termination letters and includes all necessary details, such as the effective date of termination and any entitlements owed to the employee.

Content of the Letter

The probation termination letter informs the employee of the decision to terminate their employment with XYZ Limited due to their failure to meet the required standards during the probationary period. It provides a brief explanation of the reasons for termination and outlines any final pay, entitlements, and next steps, such as returning company property.

Sending the Letter

Once the letter is reviewed and approved, Sarah sends it to the employee via registered post or hand-delivers it in a private meeting. She ensures that the delivery of the letter is handled sensitively and respectfully, considering the potential impact on the employee.