The End of Probation Period Letter is a crucial document in Philippine employment practice, required at the conclusion of an employee's probationary period, which is legally capped at six months under the Labor Code of the Philippines. This document is used to formally communicate whether an employee will be regularized or terminated based on their performance during the probationary period. It must be issued before the probationary period expires to comply with legal requirements and protect both employer and employee interests. The letter typically includes performance evaluation results, the decision regarding regularization, and either the new terms of regular employment or the reasons for termination. Under Philippine labor law, this document serves as important evidence of compliance with legal requirements regarding probationary employment and helps prevent potential labor disputes.
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1. Letter Header: Company letterhead, date, and reference number if applicable
2. Employee Details: Full name and position of the employee, department
3. Subject Line: Clear indication that this is regarding completion of probationary period
4. Opening Statement: Reference to original employment date and probationary period duration
5. Performance Evaluation Summary: Brief overview of the employee's performance during probation
6. Decision Statement: Clear statement of whether the employee is being regularized or terminated
7. Terms and Conditions: New terms of employment if regularized, or final arrangements if terminated
8. Closing Statement: Expression of congratulations if regularized, or professional closure if terminated
9. Signature Block: Space for authorized signatory, typically HR Manager or Department Head
1. Benefits Summary: Include when regularizing an employee to outline new or additional benefits that come with regular employment status
2. Performance Improvement Areas: Include when regularizing but there are specific areas where continued improvement is expected
3. Termination Reasons: Include when the decision is to terminate, providing specific reasons aligned with Philippine labor laws
4. Appeal Process: Include when company policy allows for appeals of probation-related decisions
5. Final Settlement Details: Include when terminating employment to outline final pay and clearance procedures
1. Performance Evaluation Form: Detailed evaluation form showing ratings and comments across key performance areas
2. Updated Job Description: If regularized, attach the formal job description for the regular position
3. Regularization Terms: Detailed document outlining the terms and conditions of regular employment
4. Clearance Form: If terminated, include the clearance form that needs to be completed
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