[Letterhead Details]

STRICTLY PRIVATE AND CONFIDENTIAL

Addressee (full Name)

Address 1

Address 2

Address 3

Address 4

Address 5

Ref: [Sender’s Initials]/[Employee’s Initials]/[Number]

[Date]

Dear [Employee Title, Employee Surname],

Re. Probation - Final Review Meeting Outcome

I am writing to confirm the outcome of the Final Review meeting held in relation to your probation.

The meeting was held on [Date, Time and Location]. I chaired the meeting and was supported by [Name and job title]. (*Delete as appropriate) *You attended and were represented by [Representative name], [Union name or job title if work representative]. OR *You were not represented and confirmed that you were happy to continue with the meeting without a representative being present.

The meeting was held under the Recruitment and Induction policy.

The Final Review meeting was held to consider your performance during your probation period. We considered the areas where you are not meeting the performance standards required, the management process that has been followed leading to the Final Review meeting, the management summary and the case put forward by you (*and your representative).

The management summary stated:

[provide a summary of the case put forward by management]

Management confirmed that [details of any actions management confirmed they had taken to support an improvement in performance e.g. training, shadowing, one-to-one meetings held etc].

You provided [details of the case provided by the employee, any mitigating circumstances they provided, what they have done to try and improve their performance and any comments made around the management case they shared with the panel].

We considered all the information provided in relation to this case, both prior to the hearing and during the hearing. In making the decision consideration was given to the following:

[details of what you considered towards your outcome]

We informed you that after careful consideration, the decision was to [details of decision].

(Dismissal) (please delete heading)

(*If outcome is dismissal include the following 5 paragraphs)

*The dismissal would take effect as of the date of the ‘Final Review Meeting’ [date of the final review meeting] and in accordance with your contract of employment and Recruitment and Induction Policy that during your probation period, you would be paid ONE weeks’ notice plus any outstanding annual leave, in line with the NHS Terms and Conditions and/or Working Time Directive whichever is applicable. This notice period will be paid at full pay.

*Your last day of employment of the ONE weeks’ notice will therefore be [date of end of employment].

*As explained during the meeting you will need to ensure that all NHSBT property is returned. Please liaise directly with [manager details] on [telephone number] to organise this, if you have not already returned any NHSBT property.

*You are advised of your right of appeal against this decision, which must be made to the Appeal Secretary, by email to Kirsty.Stewart@nhsbt.nhs.uk within 7 calendar days of the date of this letter.

*I would like to take this opportunity on behalf of NHSBT to thank you for your contribution the NHSBT organisation during your employment. [any other personal comments that you may wish to add]

(Extension of Review Period) (please delete heading)

(*If outcome is Extension of Formal Review period include the following 3 paragraphs)

*We confirmed that, from the information provided we felt there was enough detail to indicate that an improvement in your performance to the standards required could be met with an extension of the Formal Review Period. The reason/s for this is [reasons].

*The extension will be for [length or review e.g. 2 weeks, 1-month etc] commencing [date] and ending [date]. You and your manager will need to arrange to meet to discuss and agree an updated/ revised action plan for the extension period. We will advise your manager to organise the meeting.

*You are advised of your right to appeal against this decision, which must be in writing within 7 calendar days of the date of this letter. Your appeal letter should be addressed to me, as decision maker and either sent to [address/location for the letter to be sent to] or emailed to [email address].

(Approve probation) (please delete heading)

(*If outcome is to approve your probation include the following 3 paragraphs)

*We confirmed that, from the information provided we felt there was enough detail to indicate that you should have passed your probation period. The reason/s for this is/are [reasons].

Should your manager have any further concerns with your performance, behaviour or attendance, this will be managed under the appropriate Policy.

(*Include the following paragraphs for all letters)

*I want to remind you that all details of your management under the NHSBT Recruitment and Induction policy should remain confidential between all parties involved in the process.

I also wanted to remind you of our Employee Assistance Programme. The service is available 24 hours a day, 7 days a week, providing professional help to deal with work or personal issues. If you feel you might benefit from accessing this programme you can call the 24-hour telephone line on 0800 7832808. Alternatively, if you just wanted to find out more about it you can visit their website https://wisdom.healthassured.org/login. The ‘organisation code’ is MHA021261. There is also the “Wisdom” App available on Play Store and App Store. You can activate the App using code MHA021261.

This service also extends to leavers for up to 3 months after your employment ceases.

All details of this process under the Probation policy should remain confidential and discussed only between those parties directly involved in the process. Contents of correspondence and case details should not be disclosed to other parties with the exception of your trade union representative. This requirement for confidentiality applies verbally, electronically, to use of social media and sharing hard copy content.

Yours sincerely,

[Name]

[Job Title]

cc:	[relevant details]

(*if outcome is dismissal) *Appeal secretary

Encl.	[relevant details]