A Termination Letter During Probation Period is a crucial document in South African employment practice used when an employer decides to end an employment relationship during the initial probationary period. This document must be drafted in compliance with South African labour legislation, including the Labour Relations Act and Basic Conditions of Employment Act. It's typically used when an employee has not met the required performance standards, failed to demonstrate suitability for the role, or when other valid reasons for termination arise during the probationary period. The letter must include specific elements such as clear reasoning, notice periods, and final payment arrangements to ensure legal compliance and fairness. It's essential that the termination process, even during probation, follows proper procedure to avoid potential disputes or claims of unfair dismissal under South African law.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication that this is a termination of employment during probation period
3. Opening Statement: Reference to employment contract and probationary clause
4. Termination Statement: Clear statement of the decision to terminate employment during probation period
5. Effective Date: Specific date when the termination takes effect, considering notice period requirements
6. Reason for Termination: Brief explanation of the grounds for termination during probation
7. Notice Period Details: Information about notice period or payment in lieu of notice
8. Final Payment Information: Details of final salary, leave pay, and other entitlements
9. Company Property: Instructions regarding return of company property
10. Closing: Professional closing statement, signature block, and company representative details
1. Performance Review Summary: Include when termination is performance-related, summarizing key issues and feedback provided
2. Exit Procedures: Include when there are specific checkout procedures or handover requirements
3. Reference Provision: Include when the company is willing to provide a reference
4. Non-Disclosure Reminder: Include when there are confidentiality obligations that survive termination
5. Appeal Rights: Include when company policy allows for appeals during probation
6. Benefits Information: Include when there are specific benefits that need to be addressed
1. Performance Review Documentation: Copies of relevant performance reviews or feedback sessions (if performance-related)
2. Final Payment Calculation: Detailed breakdown of final payment including salary, leave pay, and other entitlements
3. Company Property Checklist: List of company items to be returned
4. Exit Interview Form: Standard form for exit interview process if applicable
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Relevant Teams
Human Resources
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HR Administrator
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