Discipline in the workplace needs to be imposed heavily to ensure that there is a good workflow happening in the workplace. There are terms and conditions as well as company policies that need to be followed by the employees when they are in the premises of the office. However, there may be times when an employee may break the rules and they are subject to some sanctions that are usually stated in the employment contract. The worst of these being termination wherein an employer will provide an employee termination letter that will properly inform the employee about the reasons why he/she is being terminated from work.
Letting an employee know that he/she is being terminated from the company is not an easy task. You have to ensure that you choose your words carefully so that the employee you are firing will not misinterpret what you have written in the letter and that everything he/she needs to know about the termination is explained. This is why we are here to give you a helping hand. We want to give you a good idea about what is a termination letter and also give you a few tips about writing a termination letter. You can also refer to a few sample termination letters for the workplace that can give you a good idea about what to write in a termination letter.
To know more about termination letters, ensure that you keep reading this article. We hope you enjoy the tips and ideas that we have to share with you. Check it all out below.
General Guide to Terminating Employees
In terminating an employee, you have to ensure that you follow the correct protocol for terminating one especially if you are firing one due to disciplinary reasons. Here are a few rules that you need to remember when it comes to terminating employees:
You have to make sure that you fully understand the ins and outs of the legalities of the termination situation you are currently dealing with. You have to make sure that you do not just directly hand out the termination letter to the employee. Since this is a termination due to disciplinary misconduct, prior warning letters, performance reviews, and other relevant documents should be presented to the employee.
- Give the employee a reason about why the employee is being dismissed. Give it at a reasonable time.
- Set a scheduled meeting with the employee to discuss everything that needs to be discussed regarding the termination.
- Give the employee a chance to appeal the decision.
- After the employee has given his/her appeal, give him/her the decision of the employer in writing.
- There should be no delays and there should be an authoritative body present in all the meetings that were held.
Concentrate on Facts
Make sure that everything is clearly stated and that evidence is presented if possible. Remember that good record-keeping is a must in every company.
You have to make sure that you always keep an open mind and remember that you are dealing with human beings. Always remember to handle things in a professional and calm manner. Yes, the employee might have done something that is not in compliance of the company’s policies but being vindictive and spiteful is not advised. Keeping calm can actually help in solving the issues at hand.
Writing a Disciplinary Termination Letter
Leaving an employee hanging or without any solid reason can leave him/her confused as to why he/she was terminated from his/her position in the company. A good termination letter example outlines all valid reasons as to why termination was the decision. It will also include documents that are deemed to be relevant to the termination process. Again, it is important to remember that the termination letter is just a confirmation about the decision. Talking to your employee first is highly advised.
If you are ready to start writing an employee termination letter, here a few things that you should include in it:
Be Clear and Straightforward
Do not put a play on words in a termination letter as this just might confuse the employee. Instead, be straight to the point and ensure that you establish in the first part of the letter that what you are giving him/her is indeed a job termination letter.
Mention Warnings If Applicable
More often than not, termination decisions root from a few documented incidents that happened in the workplace. If warning letters have been issued before to the employee, mention these.
Give the Reasons in Detail
In line with mentioning the prior warnings, you should explain to the employee in detail why there is a need for him/her to be terminated in the company.
Let the employee know if there is a need for him/her to finish the tasks he/she has yet to finish or if there is a need to turn these over to another person in the company.
If there are any equipment or supplies issued by the company to the employee, ask them politely to return these items on or before his/her last day in the company. Ask them to also clear out their desk and their company computer from any personal files.
Explain Benefits and Other Entitlements
If the employee has unused leaves, you have to clearly explain to him/her if these leaves are convertible to cash or otherwise. Also explain how he/she will be able to get the last paycheck and if the health insurance provided by the company is terminable with the employment or if it will continue for a certain period of time.
Remember that all of the details that you will be including in the termination letter should be accurate. Omitting any important details is not advised for termination letters. If there are certain matters that you feel should not be mentioned in the letter but the employee needs to know, set a meeting to discuss such matters. This way, the employee is well-equipped with all that he/she needs to know about the termination.
Formatting the Termination Letter
A termination letter format is not as complicated as it seems. Following the proper business letter format is great for these letters. It will include elements such as the following:
- The employer’s details (name of representative conducting the termination process, designation in the company, and mobile number/email address)
- The date the letter was written
- The employee’s details (name, job title, and contact details)
- Subject line (optional)
- The cover letter salutation which will include the last name of the employee
- The body of the letter which will contain all of the details about the termination
- The closing
- Typed name with affixed signature above it
We hope you have learned a lot from this article. Remember that just because you are letting go of an employee, it does not mean that bridges need to be burned. You will gain nothing from alienating people who already feel bad enough about what had happened. Think of it as a bittersweet parting with a friend.
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