During the times when employers hire new employees, they put them on a probationary period. Lots of times employers do this to ascertain whether the new hires are able to handle their new job responsibilities or not. Basically, at the time of the probation period, employers do the employee evaluation to know if the new recruits appropriately fit the job role or not.
However, if the employers have seen that the new recruits are underperforming or their performance does not match the acceptable standards, employers have the right to terminate those employees even during the probation period.
The employers would need to send the notice to the employees instead of directly firing them. This is where probation termination letters come in. Let’s understand what these letters actually are, and how to professionally write these letters.
An employee Probation Termination letter is a document that an employer hands over to the new recruit during their probation period in the event that their performance evaluation shows they are not meeting the expectations. Basically, this type of letter is used to terminate any unsuitable probationary employee from the company.
Therefore, when employers draft these letters, they must note that the probationary employee was advised that his or her performance and/or conduct issues were discussed during a meeting and that many warnings were given before the termination letter was sent.
Although it is not easy to tell someone that he/she is not performing well, sometimes it is necessary. If you have done a proper performance review, it could tell you how your probationary employees are performing. With the help of a letter of probation termination, you can tell the underperforming employees that their employment won’t be continued after the probation ends. So, to help you prepare, below are the steps that will let you make a proper termination letter.
The main purpose of the probation period is to allow the employer to assess the employee’s performance on the job. If in any case, an employee is having an issue in performing the job, the employer must address the issue as soon as possible. Usually, performance issues occur when these new hires do not know what their company is expecting from them. So it is important to highlight the performance expectations and behavioral standards.
Create a letter mentioning the employee’s unsuccessful probation. Remember to give this letter to the employee before the probation period ends, otherwise, it might cause serious problems. A better alternative to writing the letter every time from scratch is using a readymade employee probation termination letter template. You can get this easy-to-use document at UBS HR Toolkit.
Arrange a meeting with the employee to hand over the probation termination letter. It is very important to meet the employee in person if you are considering terminating his/her employment. The reason for this is that the meeting will provide you an opportunity to provide performance feedback to the new hire, explain the reasons for unsuccessful probation, and give the new employee the time to review all the comments you have made regarding his/her tenure.
Always keep a copy of the employee’s probation termination letter. Along with the letter, you will need to document the meeting and keep it on record. This is required because there might be a time when a lawsuit may be charged against you. However, the documents and records and lawsuits charged against you can be easily cleared.
You cannot just terminate the employee just because you have been given the power to do so. If you are an employer or the manager, you can only terminate the employee if you have a justified reason that is heavily negatively impacting your company. Below are some of the unlawful reasons that you should not use to terminate an employee:
Employee Termination can occur because of various reasons which could vary from poor performance to any misconduct done by the employee. The termination could be voluntary, involuntary, or mutual depending on the situation. Every organization must have a set of rules regarding termination.
If you have decided to terminate the employee, get access to the free employee probation termination letter template at UBS HR Toolkit. Also, we provide other easy-to-use HR documents like letters, policies, forms, etc. UBS HRMS Software is an all-in-one platform for all HR operational needs.