Recruitment/talent Acquisition, Career Counselling
Learning & Teaching Fellow (retired)
Corporate Training, Executive Coaching, Outbound
P Neha
Hr Executive
+9 Others

Thread Started by #P Neha

I need to ask one of our employees to discontinue the job from tomorrow due to poor performance, he is in a probation period so our company is not giving any notice.
I need to give him a termination letter for this.
Please let me know the letter format.
8th October 2012 From India, Bangalore
The format for terminating an employee on probation can be as under:-
Subject:Termination from Service
You were appointed in our organization initially on probation period for_________months as per terms of appointment letter dated___________issued to you. Please refer terms______ of your appointment letter, we are terminating your services with immediate effect.
Please find enclosed herewith a Cheque bearing no.__________dated__________issued on_________bank towards full & final settlement of your dues.
Please acknowledge the receipt
8th October 2012 From India, Gurgaon
Dear Neha,
For any termination except termination in consequence of disciplinary action, at least a warning should be issued to employee. If you had taken this step then you may terminate him on immediate basis. However, i would suggest you to speak to the employee and say him to resign and leave on proper ground. Regards, Taru
8th October 2012 From India, New Delhi
Dear Neha, Ask for the resignation instead of terminating him. Take termination as a last resort.
8th October 2012 From India, Delhi
Please check the Appointment Letter Clause with regards to termination and probation, if your appointment letter states termination without notice during probation then go ahead and review the performance with reporting manager of that employee and can terminate accordingly.
8th October 2012 From India, Ahmadabad
Yes , In the appointment letter it is mentioned that if the performance is found to be unsatisfactory; then services could be terminated, without notice and without assigning any reasons.
So I need letter format
8th October 2012 From India, Bangalore
Hello Neha,

Like some members mentioned, suggest ask for his resignation rather than terminating him.

I do appreciate that the Appointment Letter contains a clause about termination--BUT that doesn't mean that a weapon HAS to be used just because one has it. Frankly, how many discretionary powers does HR in any company have--many, BUT are ALL in use without thought of the long-term consequences [both for the organization & the employees]?

This is where INTANGIBLE HR values come into play--that confirms the company's empathy [or the lack of it] towards it's employees. And, I think, this is what ought to differentiate an Organization from the regular governmental set-up--where rules are 'blindly' followed, just because they are there.

What does the organization want in this case? That this employee has to be taken off the rolls of the company with immediate effect--RIGHT? When you are able to do it with far lesser damage to the individual concerned, why choose a weapon that WOULD--NOT 'could'--have far reaching consequences for him [presuming there are ONLY performance-related issues]?


8th October 2012 From India, Hyderabad
How long has this employee worked? What has bee his passed performance record? have you tried to establish what has led to this state?
If you have explored all the reasons for this and the employee is exhibiting this for the first time and you have done all the talking then issue a letter of showcause. let the employee give you an explanation first. You must be having some employment rules or labour laws that govern this action of laying off an employee. After exhausting the issue give the employee the option to resign.
All the best
9th October 2012 From Kenya, Nairobi
Hi Neha,
Its pain to see that your organisation is terminating services of one of your employees on probation. If situation has come to such extent, it is better ask the employee to resign instead of terminating him. Termination is bad.
9th October 2012 From India, Mumbai
I very much appreciate TS\'s approach Very diplomatic and matured way of analysing the issue and given conclusion.
9th October 2012 From India, Madras
The point was raised in May\'12 and still I find the continuation. I don\'t know what action was actually taken . However, an employee if has a clear Target and he did not achieve is liable to be fired. Now Firing an employee makes a trouble for him / her as his last record of employment will be asked for a new i.e. fresh Employment. Termination word is a difficult word in HR matter and instead he / she should be asked to resign and his dues be cleared at the shortest possible time.In probation period his potential too should have been checked and he should have been guided by his Superiors . Throwing out an employee is easier that retaining him by training and giving ample opportunities to perform better than earlier. Whimsical attitude can never be good either for an employee or an Employer. Please remember that an employment costs a lot . Training guiding and many other things are involved . The person when is loved by all and accepted , then automatically feels secured in his curr
9th October 2012 From India
You must becareful how u terminate an employee contract. I advise you let him/her knows about his performance. Also some people find it difficult to cope with a new place of work. In this case you can train him/her about the job he/ she is to perform. Terminating due to poor performance especially during probation is an old fashion HR method of operation.
It can be that the employee has a person problem. As an experience HR, you need to call him/ her for questioning and counselling. You can help the person overcome his/her problems and also continue to work as expected.
9th October 2012 From Sierra Leone
Dear Neha,
Dispensing with the services of a probationer without any notice from either side is a patent clause which should be avoided in the normal course. You have to have his performance assessed first , then point it out to the employee by allowing some time (not exceeding the time limit til the date he/she is supposed to be on probation), have the performance re-assessed and terminate the probation if the report continues to be unsatisfactory. Please try to convince your management to this effect as a part of fair management.
Terminating the employment tomorrow for unsatisfactory performance shall be miscontrued as whimsical.
9th October 2012 From India, Delhi
Neha you are at fault. By you, I mean, you HR guys in the company. Why were you not able to identify a misfit if that is what this person is all about? Or is the problem somewhere else that by terminating him you have to bury the hatchet?

Warning is an option you must first exercise IF discussions do not work.

Termination is like pulling the trigger and killing someone. That's a last resort. Not the first option unless you HR guys are terrorists.

Moreover I feel that this termination decision is that of some manager / unit head and the poor fellow will lose his job in difficult times. Think again if it can be avoided. Demote him.

And if you have to terminate then someone has given you a format and in that you add the real truth about his termination. HR has to be honest. You should not side up with prejudice and come up with some cock and bull story about his performance being bad. It was the job of the failed manager who was his boss to help him out and show him the way.

Saurav Das

Oakwood Training Ventures

9th October 2012 From India, Mumbai
Dear Neha,
Mr. Johri who commented before me is 100% correct. To that I add, please take a printout of all the comments without editing, and deleting, and put it before the management. I am sure they will think twice along with you.
Think about the damage this terminated employee will do when he is out. Do you think he will ever talk good? Never ever throw a person out of a job if you cannot generate employment in a country where the number of jobless people is in crores.
I gave job to young grads and I stick to that which is my faith, my second skin. To me that is religion. So I am dead against you and your company terminating someone on flimsy grounds. Errors can be rectified. Human being make errors, including your bosses. And this is one big error you all are making.
9th October 2012 From India, Mumbai
Dear Neha,
Most of the members have expressed sound reasons for not teminating the employee in the given situation. However, as I am not clear of the whole situation, as a non-HR person raise some questions.
When was the person appointed and in what capacity? Does the person have prior work experience? Was (s)he given any training and was the person's performance monitored on a regular basis by hes/his boss and given regular feedback as to how performance could be improved?
What is meant by poor performance? Is it not meeting the targets or not able to get along with people? Have you spoken to the employee to hear hes/his side of the story as to why the performance is poor?
I can keep on questioning in this vein, but I won't.
9th October 2012 From United Kingdom
After reading all the comments from members of this community on the subject of termination..... posted by Neha, Iam still not convinced at the level of Neha\'s people management.
As a true HR practioner, Neha should not even think of his problem solving by applying termination of whatever as a strategy to get rid of the poor employee. This will not speak well of HR and the company invoved.
Neha, if you want to go this way think of the talent you will let - go. You never can predict the future contribution of this employee in rescuing your company in time of hardship. Give this employee time to discover the easiest way of doing his job. Maybe, he has never done a kind of his present job with you before and as such he is finding it difficult to adjust. Try and allow emotional intelligence to be your guide in every decision of yours.
11th October 2012 From Ireland, Cork
Whether employee is on probation or confirmed employees, we have to follow natural justice concept in every aspect. i.e firstly issued him show cause notice that why your services should not be terminated due to poor performance. And another thing you can also extend his probation period for next 3 or 6 months to give him/her one chance also.
Vijayender Chandel
12th October 2012 From India, Shahkot
Dear TS, I have one question if he resigns and takes relieving letter and if tomorrow any background verification check comes what will be your answer ???
12th October 2012 From India, Madras
Hello Ravi,
A BC is to verify whether the employee worked in this company or not, including the duration, etc--which can be corroborated without any hassle.
When any query w.r.t. his performance [usually comes in a Reference Check than a BC], it's upto the employee to choose the References he is giving to the new company.
Hope that clarifies your query.
12th October 2012 From India, Hyderabad
Hai, Instead of termination better you ask him to resign. If not possible check with appointment letter regarding the same, anything is mentioned as . I
13th October 2012 From India, Mumbai
We want to terminate one of our employees due to poor performance. He joined on 1-9-2014 on contract basis as deputy sales manager. Now his performance is too bad and the company do not want him to continue. Can we terminate him by sissuing a notice??
8th June 2015 From India, Kochi
The right protocol is to give any employee three warnings about their non performance. After every warning give him/her some time to improve his performance. His performance should not only be evaluated at every step but he should be guided and HR should arrange proper one to one sessions to know the actual root of his non performance.
I terminated one employee. According to his reporting manager, he was a non performer. I had several sessions with him, judged his performance every day. Been very polite and helpful to him. But I terminated him on the grounds that he was working for his previous company using our office resources.This was unethical and we were forced to ask him to leave.
The employee can face situations where he turns out to be non performer due to many reasons and that has to be treated very delicately but a strict action has to be taken in case of dishonesty and violating rules, and confidentiality
8th June 2019 From India, Noida
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