Letting someone go is never easy, especially during the probation period. Whether it’s due to performance, fit, or unforeseen changes, this moment calls for both honesty and empathy.
You may feel anxious, unsure, or even guilty. But saying the right thing matters.
If you’re asking yourself, “what to say when terminating an employee during probation period,” you’re not alone.
Many managers struggle to find the right words. The goal is to be clear, kind, and professional without making it personal.
In this post, we’ll walk you through how to handle this tough task with confidence and care.
Keep reading to learn simple phrases, helpful tips, and real examples so you can approach this conversation with clarity and respect.
💬 Let’s help you say the right thing even when it’s hard.
Why Probationary Periods Matter?
Probation periods give both the employer and employee time to see if the fit is right. It’s a trial run, a chance to test skills, behavior, and alignment with the team.
Sometimes, it becomes clear that it’s not working out. That’s okay. The purpose of probation is to avoid long-term mismatches.
But even with a short-term role, the way you communicate matters.
👉 Example scenario:
You’ve hired a new team member who isn’t meeting expectations despite support and training.
What to say:
“We appreciate the effort you’ve made over the past few weeks. Unfortunately, after careful review, we’ve decided not to continue your employment beyond the probation period.”
What not to say:
“You’re just not good enough for this role.”
✘ This feels hurtful and unprofessional.
Be kind. Be brief. And explain the decision clearly.
How to Prepare for the Conversation?
Before you meet with the employee, gather notes and feedback. Be ready to explain the decision calmly and without placing blame.
✔ Schedule a private meeting.
✔ Bring a witness if needed (HR or another manager).
✔ Stick to facts not opinions.
👉 Example:
If an employee has missed deadlines or failed to learn key tasks, focus on those.
What to say:
“During the probation period, we noticed repeated issues with meeting project deadlines. Despite coaching, we haven’t seen the needed improvement.”
Avoid:
“This just doesn’t feel right.”
✘ This sounds vague and unfair.
Show that the decision is based on behavior, not feelings.
What to Say in the Meeting? (With Examples)
Start with appreciation, then state the decision, followed by next steps.
🗣 Here’s a clear script:
“Thank you for your efforts during your probation period. After reviewing your performance and progress, we’ve decided not to move forward with your role.
This decision wasn’t easy, and we wish you the best in your future career.”
If they ask “why?”:
“We’ve noted ongoing challenges in [specific area], despite support and feedback. We need someone who can [mention key requirements], and we haven’t seen consistent progress there.”
Stay calm. Avoid personal attacks. Keep it short.
What not to say:
“You’re being let go because nobody likes you.”
✘ Never make it about personality or gossip.
Offering Support and Closure
Ending a job even early can hurt. So offer closure and support.
✔ Tell them their final day.
✔ Explain the exit process.
✔ If possible, provide feedback or offer help with job searching.
What to say:
“We’ll process your final paycheck and benefits today. If you’d like, I can give a neutral reference for future roles. Let us know how we can support your next steps.”
Keep the tone supportive.
Don’t say:
“You should’ve known this was coming.”
✘ This adds shame and doesn’t help.
Show dignity in parting.
Conclusion
Knowing what to say when terminating an employee during probation period can make a difficult task easier.
Focus on facts, stay respectful, and speak with care. A short-term role doesn’t mean short-term impact. How you handle it shows your leadership.
Use calm language, explain your decision clearly, and provide support. The right words make all the difference.
