Employee, service, clients, or contract—whatever it is that you are terminating, it surely will never be an easy task. One more thing about terminations that is a bit challenging? Writing a termination letter. A termination letter can be a bit tricky to write as these documents need to be supplied with all the necessary information that the recipient needs to know about the reasons for termination. There are a few things that you need to keep in mind when it comes to writing one.

Employee, service, clients, or contract—whatever it is that you are terminating, it surely will never be an easy task. One more thing about terminations that is a bit challenging? Writing a termination letter. A termination letter can be a bit tricky to write as these documents need to be supplied with all the necessary information that the recipient needs to know about the reasons for termination. There are a few things that you need to keep in mind when it comes to writing one.

This is the reason why we are here. We want to share a few things about termination letters that you might find useful. Plus, we even gathered a few examples of termination letter that can serve as a reference for when you are at a loss for words about what to include in your termination letter. Check it all out below!

Termination Letters Due to Poor Performance

Termination Letter with Notice

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  • PDF

Size: 233 KB

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Termination Letter for Poor Performance

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  • PDF

Size: 77 KB

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Contract Termination Letter Samples

Contract Termination Letter Notice

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  • PDF

Size: 4 KB

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Contract Service Termination Letter

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  • PDF

Size: 131 KB

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Contract Termination Request Letter

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  • PDF

Size: 234 KB

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Employee Contract Termination Letter

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  • DOCX

Size: 5 KB

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Contract Termination Confirmation Letter

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  • PDF

Size: 39 KB

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Contract Termination Letter in PDF

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  • PDF

Size: 103 KB

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Termination Letter Template in PDF

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  • PDF

Size: 13 KB

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Letter of Termination of Employment Contract

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  • PDF

Size: 27 KB

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Termination Notice End of Contract

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  • DOCX

Size: 13 KB

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Termination Letters for Non-Performance

Termination Letter for Cause or Performance

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  • PDF

Size: 11 KB

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Non-Performance Termination Letter

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  • PDF

Size: 96 KB

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Employment Termination Letter Samples

Termination Letter for Probationary Employment

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  • PDF

Size: 268 KB

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Termination Letter of Employment in DOC

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  • DOC

Size: 22 KB

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Termination Letter for At-will Employment

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  • PDF

Size: 122 KB

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Letter for Dismissal of Employment

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  • PDF

Size: 3 KB

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Employment Termination Model Letter

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  • PDF

Size: 69 KB

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Employee Confidential Termination Letter

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  • DOCX

Size: 10 KB

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Student Employee Termination Letter

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  • PDF

Size: 92 KB

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Defining Termination Letters

Before we start digging deeper about how to write termination letters, we should first start with the basics by defining what a termination letter is. So here it goes.

Basically, a termination letter is formal letter that gives the receiving party notice about the sender’s intention of ending a relationship. Such relationships can be an employment relationship, a business-client relationship, agreements, and other legal relationships.

Why Are Termination Letters Essential?

Termination letters are essential because of the following reasons:

  • This sample letter gives the sender a good avenue to explain his/her intentions of ending a contract or legal relationships.
  • This is where important details about the termination is outlined. This is the document that will present all of the valid reasons as to why there is a need to go forth with the termination.
  • These documents can be easily archived as most of the time, these documents are printed on white paper. Emailed termination letters can be printed to be properly archived in its appropriate file organizers.
  • A termination letter is considered to be a legally acceptable document. This is the reason why everything that needs to be outlined with regards to the termination needs to be reflect on the termination letter. Legal actions may be taken by one of the parties involved and having a copy of the termination letter can be used as a good evidence.
  • It can also be used by organizations to trace the activities within the organization.

 

Writing Employee Termination Letters

There are a lot of termination letters out there. One of the most common situations tied to termination letters are those that are used in the workplace or employee termination letters. These letters are used to officially let an employee know that he/she is being relieved of his/her responsibilities as an employee of the company.

If you are looking for great guidelines for termination letters, then this part of the article will be a great read! We will give you a few tips about how you can effectively write one. Check out the tips that we would like to share with you.

Preparation Is Key

Drafting a good employee termination letter is what you need to help you relay your message to the employee properly. It should outline the reasons of why the termination was the decision, the documentation involved, and then it is time to start drafting that termination letter. So here are a few tips to preparing to write a well-written termination letter.

  • Identify the nature of the employment relationship. Identify whether you employed the employee at-will or if he/she is a contracted employee. If the employee is an at-will employee, the he/she may be discharged anytime with federal laws in mind. Of course, if the employee was employed with a contract, then it would be a good idea to give the good, old employee contract a review to ensure that there are no employee and employer rights getting trampled on.
  • Gather documents and evidence. A well-documented termination letter will enclose performance reviews, employee feedback, and/or warning letters. By reviewing these documents, it will definitely help you to come up with the reasons why there is a need for you to terminate the employee.
  • Seek legal advice. Even after reviewing all the relevant documents and the employment contract, you might find yourself a bit overwhelmed especially if you are doing this for the first time. The best thing to do is to seek the advice of a lawyer or a legal aide. This helps to ensure that you are not going to make a mistake of breaching the agreement that is stipulated in the signed contract.

Drafting the Employee Termination Letter

You should now be equipped with the right information about preparing to draft the termination letter. Now you are ready to start making that first draft. Here’s how you do it.

Make Use of the Company Letterhead

Your company might have a stationery template with a company letterhead attached to it. It is usually found at the top of the page. However, if you do not have one on hand, it will typically include the name of the company, the address, and contact number.

Give a Brief Outline about Employee Termination

Establish at the first part of the body of the letter that what you are writing is a termination letter. Explain whether the employee is being terminated on disciplinary grounds, laid off, or any other reason about why there is a need for the termination to push through.

Start Explaining

Start letting the employee know why you need to let him/her go. Explaining it in full detail is of high importance.

Be Specific

If the employee is being terminated due to poor performance, explain why the employee’s performance is deemed to be unsatisfactory. Include all the relevant documents to make the reasons for termination more solid.

Final Paycheck Details

State all of the details that the employee needs to know about his final paycheck as well as the benefits of payroll and insurance that he/she is entitled to.

Ask to Return Company Property

Give all the details about when, where, and how the employee is supposed to return company property. Also ask the employee to delete any personal files that are on your computer.

Basic Termination Letter Templates

Standard Employment Termination Letter

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  • PDF

Size: 68 KB

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Lease Termination Letter

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  • PDF

Size: 5 KB

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HR Letter of Termination

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  • PDF

Size: 21 KB

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Confidential Termination Letter

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File Format
  • DOC

Size: 13 KB

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Termination Letter Without Cause

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  • PDF

Size: 203 KB

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Volunteer Termination Letter

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  • PDF

Size: 341 KB

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Termination Letter for Non-Payment

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  • PDF

Size: 14 KB

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Sample Lease Termination Letters

Landlord Lease Termination Letter

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  • PDF

Size: 4 KB

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SCRA Lease Termination Letter

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  • DOC

Size: 4 KB

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Lease Termination Letter To Tenant

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  • PDF

Size: 15 KB

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Early Lease Termination Letter

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  • PDF

Size: 302 KB

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Commercial Lease Termination Letter

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  • PDF

Size: 100 KB

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Landlord Notice of Termination Letter

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  • PDF

Size: 59 KB

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Lease Agreement Termination Letter

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  • PDF

Size: 16 KB

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Sample Service Termination Letters

Internet Service Termination Letter

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File Format
  • DOCX

Size: 4 KB

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Security Service Termination Letter

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  • DOC

Size: 3 KB

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Business Termination Letter Formats

Business Termination Letter Example

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File Format
  • DOC

Size: 41 KB

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Sample Partnership Termination Letters

Termination Letter of Collaborative Partnership

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File Format
  • DOC

Size: 65 KB

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We hope you have all the information that you need to know about termination letters. Make sure that you check out of the sample termination letters that are here. There are different samples available for different kinds of termination situations. You are sure to find a good sample to use for the termination situation that you are dealing with.

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