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View full libraryThis Probation Termination Letter provides a formal written confirmation that an employee has not successfully completed their probation period and that their employment will therefore end. It sets out the reason for the decision, notice arrangements, final pay and any appeal arrangements.
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If you are managing employee dismissal, the toolkit brings together practical HR templates covering investigations, hearings, decisions, outcome letters and appeals.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of your probation review
Following your probation review meeting on [date], I am writing to confirm the outcome of your probation period.
Having considered your performance, conduct, suitability for the role and the matters discussed with you during your probation period, the decision has been made that you have not successfully completed your probation period.
As a result, your employment with [Company Name] will terminate on [Termination Date].
Reason for the decision
The decision has been made because [set out the main reason or reasons clearly and factually].
The areas considered during your probation included:
The specific concerns were:
[Set out the relevant
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This letter provides a structured way to confirm that an employee has not successfully completed their probation period and that their employment will therefore end. It is suitable where the employer has reviewed the employee's performance, conduct, attendance, suitability or other relevant factors and has decided that continuing employment is not appropriate.
The letter clearly records that the employee has not successfully completed probation and confirms the decision to terminate employment. It can be used following a final probation review or another appropriate meeting.
The employer can explain the specific concerns that led to the decision, such as performance, capability, conduct, attendance, reliability, skills, suitability for the role or failure to meet agreed expectations.
The letter provides an opportunity to summarise previous discussions, feedback, support, training and review meetings. This helps demonstrate that the probation outcome did not come as an unexpected decision.
The letter confirms the employee's contractual or statutory notice entitlement and termination date, together with arrangements for final salary, accrued holiday and the return of Company property.
Probation does not remove an employee's employment rights. Employers should consider discrimination, automatically unfair dismissal, contractual rights and other protected rights before confirming termination, even where the employee has short service.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Probation termination letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.
Our dismissal appeal letter template can help you formally challenge your dismissal.
Use these best practice actions, recommended timescales and process stages to understand when and how the Probation termination letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Yes. An employer can decide that an employee has not successfully completed probation and terminate employment, provided the decision is lawful and the employer follows an appropriate process. Probation does not remove the employee's other statutory and contractual rights.
There is no universal rule that a particular number of warnings must be given during probation. However, Acas recommends that employers provide clear feedback, support and opportunities to improve, and that dismissal during probation should be a last resort.
Usually yes. The employee will normally be entitled to the notice stated in their contract or the statutory minimum notice period, whichever is longer, unless there is a lawful reason for dismissal without notice such as gross misconduct.
Yes. An employer may extend probation where the contract and applicable arrangements allow it and where additional time could reasonably allow the employee to improve or demonstrate their suitability. Any extension should be confirmed in writing before the original probation period ends.
Yes. Protection against discrimination applies from the beginning of employment. An employee should not be dismissed because of a protected characteristic or because the employer failed to properly consider reasonable adjustments where required.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, UK employment law and current Acas and GOV.UK guidance. They provide a consistent starting point while allowing the employer to record the actual reasons and circumstances behind the probation decision.
How this content is developed and reviewed
The Probation termination letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing dismissal HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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