Probation Termination Letter Template 2026

Ending employment during or at the conclusion of probation is one of the most legally sensitive actions a practice manager or practice owner can take. The decision may be straightforward — but the process, the documentation, and the letter itself must be right. A verbal termination with no written record, a letter that states the wrong reason, or a meeting that was handled poorly can turn a lawful and necessary decision into a costly dispute.

The Probation Termination Letter Template 2026 provides three ready-to-use, legally sound letter templates for the most common probation termination scenarios in an Australian dental practice — along with a pre-termination checklist, a final pay reference table, a step-by-step meeting delivery guide, and a documentation record. Everything needed to end employment during or at the conclusion of probation correctly, fairly, and with full written documentation.

The document is structured across 6 parts:

Part 1 — Before You Use This Template The legal foundation every PM must understand before proceeding. Covers the minimum employment period under the Fair Work Act 2009 and how it interacts with the probationary period — including the critical warning that if the employee has been employed for more than 6 months (or 12 months in a small business), they may already have unfair dismissal protection regardless of where they are in their probation. Covers the general protections provisions, when termination during probation is the right call, and the specific circumstances where advice from a solicitor must be obtained before proceeding.

Part 2 — Pre-Termination Checklist A comprehensive checklist covering legal and contractual checks, performance and documentation checks, and practical preparation — confirming the minimum employment period has not been reached, gathering specific dated evidence, confirming feedback was given before the meeting, calculating final pay, booking a private room, and preparing a brief factual statement for the team. Ensures every termination is based on evidence and handled with procedural fairness before the meeting takes place.

Part 3 — Three Letter Templates Three ready-to-complete letter templates covering the most common scenarios: Letter A for termination during probation due to performance not meeting the required standard; Letter B for termination at the conclusion of probation where employment is not being confirmed; and Letter C for termination during probation due to conduct, attitude, or cultural fit. Each letter covers the employment start date, the probationary period, the specific reason for termination, the last day of employment, notice arrangements, final pay entitlements, and the return of practice property. Every letter includes an employee acknowledgement of receipt section to be signed at the meeting.

Part 4 — Final Pay Reference Table A clear reference table covering every final pay entitlement for a team member whose employment ends during or at the conclusion of probation under the Health Professionals and Support Services Award 2020 — wages to last day, notice payment, annual leave payout, the 17.5% annual leave loading that HPSS Award employees are entitled to and that is most commonly omitted, personal leave (not paid out), long service leave, and superannuation. Includes a callout on minimum notice periods under the NES and the importance of checking the individual's contract.

Part 5 — Meeting Delivery Guide A step-by-step guide to delivering the termination letter correctly — covering how to open the meeting, how to state the reason briefly and factually, how to manage the employee's response, what to confirm at the end of the meeting, and what to do immediately afterwards. Includes the critical instruction: always give the letter in person during the meeting and follow up by email the same day. Verbal-only terminations are far harder to rely on if a dispute arises.

Part 6 — Termination Documentation Record A complete documentation record to be completed immediately after the termination meeting — employee details, letter template used, meeting attendees, whether the letter was signed, final pay processing, system access removal, property return, and team notification. Designed to be retained in the employee's personnel file alongside the signed letter.

Who this is for: Practice Managers who need to end employment during or at the conclusion of probation and want a structured, documented process with a ready-to-use letter rather than writing one from scratch. Practice Owners who want confidence that every probation termination is handled correctly, documented in writing, and defensible if challenged. Any practice that has previously ended probationary employment verbally or informally — and wants a better process going forward.

📄 Format: 7-page editable Microsoft Word document (.docx) — select the appropriate letter template, complete all bracketed fields, and print for the meeting. The pre-termination checklist and documentation record are designed to be completed for every individual termination event. General guidance only — not legal advice. Always engage a solicitor or HR specialist with Fair Work Act experience for higher-risk terminations.

⬇️ Instant digital download — available immediately after purchase

🦷 Built for Australian dental practices — references the Fair Work Act 2009, the National Employment Standards, the Health Professionals and Support Services Award 2020, and the Fair Work Commission unfair dismissal and general protections jurisdictions