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Termination During Probation Letter

A termination during probation letter informs a probationer that their employment will not be confirmed and will end during or at the close of the probation period. It refers to the probation clause, the feedback given in probation reviews and the shorter notice that usually applies during probation.

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[Company Logo][Company Name]

TERMINATION OF EMPLOYMENT DURING PROBATION

Ref. No.:: [Reference Number]
Date:: [Date]

Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Non-Confirmation and Termination During Probation

Dear [Employee Name],

You joined [Company Name] on [Date of Joining] as [Designation] on probation for a period of [Probation Period], as stated in Clause [Clause Number] of your appointment letter.

During your probation, your progress was reviewed with you by [Reporting Manager] on [Date] and [Date]. In these reviews, the expectations of the role, particularly [key expectation 1] and [key expectation 2], were discussed, along with the support available to you. (If applicable: Your probation was extended on [Date] to allow further time.)

After careful assessment, the management has concluded that your performance and fit with the requirements of the role do not meet the standard needed for confirmation. We have therefore decided not to confirm your employment, and your services will stand terminated with effect from [Last Working Day].

As per your appointment terms, the notice period during probation is [Notice Period]. Retain one: (a) You will serve this notice until [Last Working Day]. OR (b) You will be paid [Amount] in lieu of notice and are relieved from today.

Your final settlement will include salary for days worked, any eligible leave encashment as per policy, and reimbursement of approved claims, less lawful deductions. It will be paid within [number] days after you return company property and complete exit clearance with [HR Name].

A relieving letter stating your period of service and designation will be issued to you. We thank you for your efforts and wish you success in your career.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

Joining date and probation period from the appointment letter
Dates of probation reviews and feedback shared
Statement that employment will not be confirmed
Probation notice period or salary in lieu
Final dues for days worked
Return of assets and exit steps
Courteous, non-judgemental tone

When to use it

A new hire has not met the expectations set for the probation period
Probation reviews have shown gaps that were discussed but not closed
The role or fit has not worked out and confirmation will not be offered
Probation notice terms in the appointment letter allow early exit

How to customise this template

1Copy the probation and notice clause from the appointment letter
2List the review dates and the main expectations shared
3Remove the extension paragraph if probation was not extended
4Check whether a probation extension is more appropriate than termination

HR tips

Give regular feedback during probation so the decision is not a surprise
Decide before the probation end date to avoid deemed confirmation issues under some policies
Keep the reason brief and job-related
Pay salary for every day worked, including the last day

Even during probation, termination should be fair and in line with the appointment terms. Use this template as a starting point and review it against standing orders, applicable labour laws, state rules and your policies, with a legal adviser where needed.

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Frequently asked questions

Can a company terminate an employee during probation without notice?+

Only if the appointment letter permits it. Many letters provide a shorter notice, such as one or two weeks, during probation, or pay in lieu.

Should a reason be given for termination during probation?+

A short job-related reason is good practice, such as not meeting the role's requirements, linked to the reviews held during probation.

Is the employee entitled to an experience letter after probation termination?+

A service or relieving letter stating the period worked and designation is normally issued. It should be factual and need not mention the reason.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
TERMINATION OF EMPLOYMENT
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
By hand / Email / Registered post
Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]
Subject: Termination of Your Services
Dear [Employee Name],
This letter refers to our meetings and correspondence dated [Date] (Ref. No. [Reference Number]) regarding [brief factual description of the matter, for example the closure of a business unit]. After due consideration, the management has decided to terminate your services in accordance with Clause [Clause Number] of your appointment letter dated [Date] and [Policy Name / Standing Orders].
Your employment with [Company Name] will end with effect from the close of business on [Last Working Day]. In lieu of [Notice Period] notice, you will be paid salary of [Amount] as per your terms of employment.
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Termination Letter
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[Company Logo][Company Name]
TERMINATION OF EMPLOYMENT – PERFORMANCE
Ref. No.:
[Reference Number]
Date:
[Date]
Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Termination of Employment on Grounds of Performance
Dear [Employee Name],
As you are aware, your performance has been discussed with you on several occasions. In the review dated [Date], specific gaps were shared with you in writing. A Performance Improvement Plan (PIP) was then agreed with you for the period [DD/MM/YYYY] to [DD/MM/YYYY], with the following goals:
PIP Goal Target Actual Result Status
[Goal 1] [Target] [Actual] [Met / Not met]
[Goal 2] [Target] [Actual] [Met / Not met]
[Goal 3] [Target] [Actual] [Met / Not met]
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Termination for Performance Letter
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[Company Logo][Company Name]
ORDER OF TERMINATION – MISCONDUCT
Ref. No.:
[Reference Number]
Date:
[Date]
Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]
Subject: Order on Disciplinary Proceedings – Charge Sheet No. [Reference Number]
Dear [Employee Name],
A charge sheet dated [Date] was issued to you alleging the following misconduct under Clause [Clause Number] of the [Certified Standing Orders / Code of Conduct]:
1. [Charge 1 as stated in the charge sheet]
2. [Charge 2 as stated in the charge sheet]
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Termination for Misconduct Letter
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[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
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Resignation Letter Format
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[Company Logo][Company Name]
RESIGNATION ACCEPTANCE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acceptance of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].
Before your last working day, please complete the following:
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Resignation Acceptance Letter
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
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Resignation Acknowledgement Letter
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[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
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Resignation Rejection Letter
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[Company Logo][Company Name]
NOTICE PERIOD – TERMS AND EXPECTATIONS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Notice Period and Related Guidelines
Dear [Employee Name],
Further to your resignation dated [Date of Resignation], this letter sets out the arrangements that will apply during your notice period.
Item Details
Notice start date [Date]
Notice period as per appointment letter [Notice Period]
Last working day [Last Working Day]
Handover to [Successor Name]
HR coordinator [HR Name]
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Notice Period Letter
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