Every company hires new employees hoping they will be a great addition to the team.
But sometimes, things don’t work out as planned.
If a new hire isn’t meeting expectations during their probation period, it may be time to let them go.
Terminating an employee is never easy, but a well-written termination letter can make the process smoother for everyone involved.
Below, you’ll find 15 sample termination letters to help you navigate this challenging situation.
Sample Termination Letters After Probation Period
Before we dive in, remember that a termination letter should be clear, concise, and professional.
It should state the reason for the termination, the effective date, and any necessary next steps. With that in mind, let’s look at some examples.
1. Termination Due to Poor Performance
Dear [Employee Name],
After careful consideration, we have decided to terminate your employment with [Company Name] effective [date]. During your probationary period, we have observed that your performance has not met the standards we expect from our employees.
Despite our efforts to provide training and support, your work has consistently fallen short in the areas of [specific examples]. We have determined that it is in the best interest of the company to end your employment at this time.
Please return any company property, including your ID badge and office keys, to HR by [date]. Your final paycheck will be mailed to your address on file.
We wish you the best in your future endeavors.
Sincerely,
[Manager Name]
[Company Name]
2. Termination Due to Attendance Issues
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective [date]. During your probationary period, you have had [number] unexcused absences and [number] tardies, which violates our attendance policy.
Reliable attendance is essential for our team to function effectively. Despite verbal and written warnings, your attendance has not improved to an acceptable level. As a result, we have decided to end your employment.
Please return your company ID and any other company property to your supervisor by the end of the day. HR will contact you regarding your final paycheck and benefits.
Sincerely,
[Manager Name]
[Company Name]
3. Termination Due to Misconduct
Dear [Employee Name],
This letter is to notify you that your employment with [Company Name] is terminated effective immediately. On [date], you were involved in an incident that violated our company’s code of conduct.
Specifically, you [description of misconduct]. This behavior is unacceptable and goes against our company values. We have a zero-tolerance policy for such actions.
Please gather your personal belongings and exit the premises immediately. Your final paycheck will be mailed to your address on file. You are not to return to the office or contact any current employees.
Sincerely,
[Manager Name]
[Company Name]
4. Termination Due to Failure to Meet Sales Targets
Dear [Employee Name],
After reviewing your performance during your probationary period, we have made the difficult decision to terminate your employment with [Company Name] effective [date]. As a sales representative, you were expected to meet certain quotas each month.
Unfortunately, you have consistently fallen short of these targets. In [month], you achieved [percentage] of your goal. In [month], you reached only [percentage]. We have provided coaching and support, but have not seen the necessary improvement.
Please turn in your company phone, laptop, and any other company property to your manager by [date]. If you have any questions about your final pay or benefits, contact HR.
We appreciate your efforts and wish you success in your future career path.
Sincerely,
[Manager Name]
[Company Name]
5. Termination Due to Company Restructuring
Dear [Employee Name],
It is with regret that I must inform you that your position is being eliminated due to a company restructuring, effective [date]. This decision is not a reflection on your performance, but rather a necessary step for [Company Name] to remain competitive in the current market.
Your contributions during your time here have been greatly appreciated. However, after your probationary period, we have determined that your role is no longer essential under the new structure.
Please schedule a meeting with HR to discuss your severance package and outplacement services. They will also arrange for the return of your company assets.
Thank you for your understanding during this challenging time. If you need a reference for future employment opportunities, please don’t hesitate to reach out to me directly.
Best regards,
[Manager Name]
[Company Name]
6. Termination Due to Inability to Perform Essential Functions
Dear [Employee Name],
After careful consideration, we have made the decision to terminate your employment with [Company Name] effective [date]. When you were hired for the position of [job title], the essential functions of the job were clearly outlined, including [specific requirements].
During your probationary period, it has become apparent that you are unable to consistently perform these essential functions, even with reasonable accommodations. We have discussed this issue with you on several occasions, but have not seen sufficient improvement.
We appreciate your efforts during your time with the company. Please contact HR to make arrangements for the return of company property and to discuss any questions about your final pay and benefits.
Sincerely,
[Manager Name]
[Company Name]
7. Termination Due to Failure to Follow Instructions
Dear [Employee Name],
Effective [date], your employment with [Company Name] is terminated. During your probationary period, you have repeatedly failed to follow instructions from your supervisor and adhere to established protocols.
On [date], you were instructed to [specific instructions], but you [description of failure to follow instructions]. This pattern of disregarding directives has been documented on multiple occasions, resulting in errors and delays in our workflow.
By the end of the day, please return your office keys and company credit card to your supervisor. HR will be in touch regarding your final paycheck and benefits information.
We wish you success in your future endeavors.
Sincerely,
[Manager Name]
[Company Name]
8. Termination Due to Lack of Required Certification
Dear [Employee Name],
When you accepted the position of [job title] at [Company Name], it was with the understanding that you would obtain [certification name] within the first 90 days of employment. This certification is a necessary requirement for the role.
As of today, [date], you have not provided documentation of this certification. Therefore, we have decided to terminate your employment effective immediately.
Please gather your personal belongings and exit the office by the end of the day. Your final paycheck will be mailed to the address we have on file.
If you do obtain the required certification in the future, you are welcome to reapply for any open positions for which you qualify.
Best of luck in your future career path.
Sincerely,
[Manager Name]
[Company Name]
9. Termination Due to Inappropriate Behavior
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated effective immediately. This decision is based on the inappropriate behavior you displayed on [date] at [location/event].
Specifically, you [description of inappropriate behavior]. This conduct violates our company’s professional standards and is not tolerated under any circumstances.
Please return your office keys and company ID badge to HR by the end of the day. Your personal belongings will be mailed to your home address.
We regret that your time with [Company Name] had to end under these circumstances. We wish you the best in the future.
Sincerely,
[Manager Name]
[HR Representative Name]
[Company Name]
10. Termination Due to Poor Cultural Fit
Dear [Employee Name],
After much consideration, we have decided to terminate your employment with [Company Name] effective [date]. During your probationary period, it has become clear that your work style and approach are not in alignment with our company culture.
Our team values [specific values], but we have observed that you [examples of poor cultural fit]. We have shared feedback with you on multiple occasions but unfortunately have not seen the changes necessary for long-term success in this role.
Please complete an exit interview with your supervisor before your last day and turn in your company badge and laptop. If you have any questions about your final pay, contact HR.
We appreciate your contributions during your time here and wish you the best in finding a company that is a better fit for your skills and style.
Regards,
[Manager Name]
[Company Name]
11. Termination Due to Violation of Non-Disclosure Agreement
Dear [Employee Name],
We are terminating your employment with [Company Name] effective immediately. It has come to our attention that you have violated the non-disclosure agreement you signed upon acceptance of your position.
On [date], you shared confidential company information with [name of outside party]. This is a direct breach of the agreement and a serious violation of our trust.
Please be reminded that the non-disclosure agreement remains in effect even after your termination. Any further violations will result in legal action.
Your final paycheck will be mailed to you, minus the cost of the company laptop that you have failed to return after multiple requests. You are not to enter company property or contact current employees.
Sincerely,
[Manager Name]
[Company Name]
12. Termination Due to Falsification of Application
Dear [Employee Name],
Upon review of your personnel file during your probationary period, it has come to our attention that you falsified information on your job application. You stated that you graduated from [university name], but our background check has revealed that this is not accurate.
Honesty and integrity are core values at [Company Name]. By providing false information, you have violated our trust and given us cause to terminate your employment effective [date].
Please contact HR to make arrangements for the return of any company property in your possession. Your final paycheck will be mailed to your address on file.
In the future, we strongly advise against misrepresenting your qualifications to potential employers, as it can have serious consequences.
Sincerely,
[Manager Name]
[Company Name]
13. Termination Due to Refusal to Work Assigned Shifts
Dear [Employee Name],
When you accepted the position of [job title] at [Company Name], it was with the understanding that you would be available to work the shifts assigned to you, including evenings and weekends as needed.
Throughout your probationary period, you have repeatedly refused to work your assigned shifts, causing staffing shortages and undue burden on your coworkers. We have spoken with you about this issue, but the problem has persisted.
As a result, we have decided to terminate your employment effective [date]. Please return your uniform and company ID to your supervisor by your last day.
If you have any questions about your final paycheck, contact the HR department.
Sincerely,
[Manager Name]
[Company Name]
14. Termination Due to Insubordination
Dear [Employee Name],
Your employment with [Company Name] is being terminated effective immediately due to insubordination. On multiple occasions, you have refused to follow direct orders from your supervisor and have displayed a disrespectful attitude.
Most recently, on [date], when your supervisor asked you to [task], you [description of insubordinate behavior]. This pattern of insubordination is disruptive to our team and cannot be tolerated.
Please gather your personal belongings and exit the premises by the end of the day. Your final paycheck will be mailed to you.
We regret that your employment has ended under these circumstances. We wish you the best in your future endeavors.
Sincerely,
[Manager Name]
[Company Name]
15. Termination Due to Inability to Work with Team
Dear [Employee Name],
During your probationary period, it has become apparent that you are having difficulty working collaboratively with your team members. On several occasions, your colleagues have reported that you [specific examples of problematic behavior].
In our company, teamwork is essential. Each team member must be able to communicate effectively, share responsibilities, and support one another. Despite coaching from your supervisor, your interpersonal issues have continued to disrupt the team’s productivity.
Therefore, we have decided to terminate your employment with [Company Name] effective [date]. Please complete an exit interview with HR and return your office keys by your last day.
We appreciate your efforts and wish you success in a role that is a better fit for your work style.
Best of luck,
[Manager Name]
[Company Name]
Wrapping Up Termination Letters After Probation
Terminating an employee is always a challenge, but sometimes it’s a necessary step.
By using these sample letters as a guide, you can craft a clear, professional termination letter that protects your company and treats the employee with respect.
Remember, the letter is just one piece of the termination process.
Be sure to follow all relevant laws and consult with HR and legal counsel as needed.
With care and attention, you can navigate this difficult situation and move forward in a positive direction.