Letter of an unsuccessful probation period template

Start with a clear and direct opening statement when writing a letter regarding an unsuccessful probation period. Acknowledge the employee’s efforts but be straightforward about the decision. For example, you could write: “After careful consideration, we regret to inform you that your probation period with [Company Name] will not be extended.” This sets the tone for the rest of the letter and eliminates any ambiguity.

Follow up with specific, constructive feedback. Avoid generalities and focus on the areas where expectations were not met. Mention any key performance indicators (KPIs) or behaviors that led to the decision. You could say: “Throughout your probation period, there were several instances where the targets set in the onboarding process were not fully achieved, particularly in [specific task or skill].” This provides clarity and helps the employee understand the areas of concern.

Close the letter with a professional and respectful conclusion. You can offer support for the future, such as recommending resources or other opportunities. For example: “We appreciate the effort you put into your role, and we wish you the best in your future career endeavors. Should you require any assistance or references, please do not hesitate to reach out.” This leaves the door open for a positive professional relationship and shows empathy for the employee’s situation.