Early termination of probation letters are documents which terminate the employment of an under probation employee. Normally, the reason of termination of probation can be poor performance, or misconduct. Such terminations are done when an employee conduct is found to be against the rules and regulations or the terms and conditions of employment.
When an employee is appointed, they are also required to serve a defined probation period. This probation period can range from three to six months. On many occasions, organizations choose early termination of probation for an employee. This type of termination removes the employees from their given position before the probation period is over.
Tips to write early termination of probation sample letter
Termination of probation is not an easy task to execute. Often, the human resource department has to act as a bridge between the management and the employee. There are endless tussles which create lots of tensions at both ends. In such scenarios, companies go for termination of the employment and ask the employee to leave.
The most professional way to ask an employee to leave is through sending early termination of probation letter. Here are some tips for writing early termination of probation sample letter, which communicates the message in a professional manner.
- Keep the communication formal and use professional language.
- Stay away from direct blames or complaints on either side in letter.
- Write clear reason for early termination of probation.
- Avoid usage of difficult to understand official terms.
- Mention the last day of work in the letter.
- Don’t make the letter too lengthy and wrap it up within a defined structure.
- Include pointers if necessary.
- Avoid being experimental with such communication as termination is a painful procedure.
- Write clear instructions on exit formalities of employee and extend support in the same.
- It’s a good idea to write the letter in positive tone and wish the outgoing employees for their future endeavors.
To simply put, writing an early termination of probation letter and sending it to terminated employee is not easy. It may send them in shock for few minutes and can also lead to further escalation of issues. To tackle such a scenario, the HR can organize a friendly discussion with employee before sending a final letter of early termination of probation.
Main elements in early termination of probation sample letter
Early termination of probation sample letter is part of official communication prepared by the human resource department and the management. It is thus, important that message should polite and professional in tone. To structure the message well, include following elements in the letter:
- Date, company name place
- Name of the employee (for termination)
- Subject of the letter
- Main body (containing reason, nature of termination)
- Last date of work
- Exit formalities
- Positive end note
- Signatures
The content of early termination of probation sample letter can vary from company to company. Termination is an unpleasant event hence, the communication should not loud and lay out opportunity to create further tussles. The choice of words should respect the individual being terminated, irrespective of the type of misconduct or violation.
Early termination of probation sample letters
Listed below are sample letter of termination of probation.
SAMPLE ONE
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation
Dear <Employee name>
We regret to inform you that we are bound to terminate your probation period with immediate effect. The last day of your work will be <date> and we request you to take notice of the same.
The management has issued multiple notices and warnings to you regarding the absenteeism, late comings and misconduct towards coworkers. However, you have failed to abide by or adhere to any of the warnings issued in the past one month. The organization is deeply saddened by this instance, and doesn’t encourage misconduct of any kind. We request you to return the mobile phone and laptop to your supervisor. Also return any other company assets that you may possess. Kindly complete the exit formalities along after collecting your belongings from your work station.
The final paycheck will be sent by courier or the final amount will be transferred to your account directly. For any other kind of assistance, you may get in touch with the human resource department anytime.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE TWO
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation
Dear <Employee name>
With reference to your appointment on <date>, we are sorry to inform that your probation period is not getting extended with us. And, the management has decided to terminate your employment early due to following reasons:
- Absenteeism and late coming
- Inappropriate behavior with coworkers
- Not attending team meetings
- Taking voluntary leaves, without prior notice
On the above mentioned reasons, the management has tried to warn you many times. But, our efforts have been in vain we could not see any improvement in your conduct. Therefore, effective from <date>, we are terminating your employment with us. Kindly perform the exit formalities with the help of human resource department and also attend the exit session. Pls submit all the official properties with HR and do collect the personal belonging from your workstation.
The final paycheck of your salary will be directly transferred in your account saved with us. For all other kind of assistance, you may get in touch with the human resource department anytime.
We wish you good luck in all your future endeavors.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE THREE
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation due to poor performance
Dear <Employee name>
We regret to inform you that the company has decided to end your probation period early before the defined period. The last day of your work shall be <date>.
In the light of your recent performance at work, the company wants to end the employment agreement with you. The management has noticed that your performance is not up to the mark. The performance shown as <designation name> has not lead to any fruitful results for the company. Meanwhile, it has also been observed that you have missed to attend crucial training session conducted by client for the successful delivery of the project.
Hence, the management is forced to terminate your probation period early. You are requested to submit all office properties like mobile phone, laptop and external drive with data. Please contact human resource to do exit formalities and also attend personal session before the last date.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE FOUR
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation for doing multiple works
Dear <Employee name>
This letter is sent to inform you about the early termination of your probation period with us. It has come to the company’s notice that you have been working with one more company as a consultant.
The management sees this gross violation of the professional agreement you signed with us. It was also observed that your priorities for work related deliveries have been unstable and shifting. Meanwhile, your supervisor informed that you have been leaving early on number of days every week. We are shocked by this fact that you pursued another opportunity despite being employed as a full time employee with us. Henceforth, the company is ending your employment with one week notice. And your last day will be <date>
Kindly complete exit formalities and submit office properties to concern teams. The final paycheck will be transferred to your account directly. Human resource department shall be helping you with remaining formalities and you are also requested to attend a session with them.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE FIVE
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation
Dear <Employee name>
With deep sadness we would like to state that the company has decided to end your probation period for violations the terms and conditions for your contract.
The management has issued multiple warnings to you regarding the absenteeism, late comings and misconduct with senior colleagues. There are more than one individual instance, where you have been asked to alter your behavior to maintain office decorum. We also offered you to take counseling sessions with counselors to improve your personal issues. Although, all of our efforts have been in vain. Hence, the company has decided to end the probation period and also in wake your health, we request you to please discontinue.
Please get in touch with HR representative in your office and handover the office properties at the earliest.
Effective <date> your employment will cease to exist with us and the final paycheck will be sent within 20 days of your termination of probation. We wish you all the best for your future projects.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE SIX
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation
Dear <Employee name>
We regret to inform you that we are bound to terminate your probation period with immediate effect. The last day of your work will be <date> and we request you to take notice of the same.
The management has issued multiple notices and warnings to you regarding the absenteeism, late comings and misconduct towards coworkers. However, you have failed to abide by or adhere to any of the warnings issued in the past one month. The organization is deeply saddened by this instance, and doesn’t encourage misconduct of any kind. We request you to return the mobile phone and laptop to your supervisor. Also return any other company assets that you may possess. Kindly complete the exit formalities along after collecting your belongings from your work station.
The final paycheck will be sent by courier or the final amount will be transferred to your account directly. For any other kind of assistance, you may get in touch with the human resource department anytime.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
SAMPLE SEVEN
<Date>
<Name of employee>
<Employee address>
Subject: Early termination of probation of employment
Dear <Employee name>
We are deeply saddened to state that the company has decided to end your probation period and employment, earlier than the expected date. Your last day of work has been decided to be <date> with us.
We have taken this decision for a number of reasons. While, we recognize that termination of probation might come as shock to you although, we have tried our best to help you improve your performance. The management has notified that your performance has not been at par with role on which you were appointed. You have failed to meet the expectations and the kind of skills we have aspired to see for the role. Therefore, the management has decided to part ways with you.
We wish you success for your future endeavors. You can assistance from the HR department to fulfill exit formalities. Your final paycheck will be directly transferred to your account.
Thank you.
Sincerely,
<Name>
<Signature>
<Company name>
Concluding words
Terminations are not taken into positive spirit normally, especially by the employee. It is therefore important to keep the communication soft yet strict enough for adherence.
The employee who is being terminated should be offered counseling or a session to list out their side of problems. Along with terminating the contract, the employer should not let the resource leave with severed ties. With the help of human resource, employer can propose effective dialogue between the terminated employee and the management to ease out issues. Early termination of probation sample letters work as a tool to inform the employee about their shortcomings. They can be seen an opportunity to work out on flaws an employee must work to improve. It is essential on part of the employee as well to learn from their mistake and not repeat. Termination is the last step opted by any company and the employees. And it surely results in sours the ties between the employer and employee. However, when there are no alternatives, organizations resort to final termination of employment, which cannot be avoided.
