The Importance of a Probation Letter
Most companies and organizations will hire people on a probationary basis; that is they have to finish a trial period of work before their employment is confirmed and made permanent. During this time they will carefully monitor the performance of the individual within their work with regards to their work ethics, actual ability, attendance, time keeping, and a host of other factors. Good practice of course is to provide the new employee with feedback within the probationary period with regular meetings so that the employee has a chance to address any concerns. Within the probationary period however the employer has the right to terminate the employee without “due process” as long as the reason is not deemed discriminatory by providing a letter of termination or an unsuccessful probation letter.
Writing a Successful Probation Letter
Providing your employ with a successful probation letter is just as important as a letter terminating their employment if not more so. It your opportunity to welcome the newly employed employee and inform them that they have passed their probation. Within this letter you should:
- Confirm that they have passed the probationary period
- Restate the position that they are employed within
- Restate the conditions under which they are employed
- Congratulate them on joining the company
This letter does not need to be long winded; the more concise and to the point the better.
Writing an Unsuccessful Probation Letter
Unfortunately not every employee will finish their probationary period successfully and others will be terminated within the period. While your should provide adequate feedback within the probation period to enable the employee to understand what you are looking for this is not a legal requirement and you do not have to give a solid reason for termination. Your probation letter to terminate an employee should cover the following:
- State the date that their employment will cease – this is usually immediately on receipt of the letter.
- While it is not legally required it is good practice to provide a reason for failing to complete the probation period satisfactorily. This does not need to be overly detailed but it should never be seen as discriminatory.
- Provide information for return of company property and other administrative details
- Thank the employee for their efforts
- Have the letter signed by someone with authority within the company
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