Employment termination letters are official documents that outline all the information that the employee needs to know about why he/she is being terminated from the company. There is a wide variety of reasons why an employee gets terminated from his/her job, which is the reason why it is important to state these reasons clearly in the letter.
Letting go of an employee is most definitely not an easy task for an employer or the HR manager. Whatever the reason for a termination letter may be, it is important that these letters be handled with professionalism, care, and with sensitivity. Termination letters are usually handed out to the employee after a meeting is carried out. It would be a good idea to have an employment termination letter template lying around somewhere in your computer for easy access when the time comes that someone in your company needs to be terminated.
We want to help you out and make it easy for you to come up with a template that you can easily fill out should there be a need for you to let go of an employee. We have a couple of tips to share as well as a few free termination letter samples that outline a wide variety of situations where an employee might get fired from his/her position in the company. With the tips and samples we have here for you, we are sure that you will end up with a termination letter that would help to avoid any misunderstandings and misinterpretations. Just keep reading this article and take note of the helpful pointers you could find in our article.
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Information about Employment Termination Letter
To get to know more about employment termination letters, we will give you a set of information that just might help you get to know these letters just a little bit more. Check what we have to say about termination letters below.
Other Names for Employment Termination Letters
The term employment termination letters are often used interchangeably with the following names:
- Notice of Termination
- Employee Dismissal Letter
- Employment Separation Letters
There might be a few differences between these terms but they do outline the same thing—the fact that employees are going to get terminated from their job.
What Should an Employment Termination Letter Include?
Effective termination letters need to be detailed and state all the matters that is related to the employee’s resignation. The basic termination letter elements should always be included. These elements are the following:
- Name of the employee
- Position held by the employee in the company
- Department the employee is affiliated with
- Employee’s contact information such as email address and phone numbers.
These basic information are usually found in the heading of the letter. In the heading, you can also find your basic information as well as the date when you wrote the letter.
Other information that you should include in a termination letter are the following:
- The event/s or situations that led up to the decision of termination. If there were instances where a warning letter and other documents can be attached, do so without hesitation. This will help to make the reasons that you will be stating in your termination letter a whole lot more credible and more solid.
- Any expenses that the employer might owe the employee. A discussion about when and how the employee’s benefits will end.
- The effective date of the employee’s termination from the company.
- A friendly reminder about asking the employee to return any of the property that may have been issued to him/her.
- A reminder about having the employee clear out his/her desk and his/her computer from personal files.
- If severance pay is applicable, you may discuss these matters in the termination letter as well.
- Additional terms and clauses that you want to discuss such as confidentiality agreements and other documents that may have been signed.
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Is a Termination Letter Really Necessary?
There is no law that actually states that there is a need for an employer to provide an employee with a termination letter. However, choosing to do so can make the termination process more formal and can help to protect you from any potential lawsuit that just might arise.
Now that we have outlined a few things for you about employment termination letter, we hope that you will be able to apply what you have learned in this article. We know terminating an employee is not easy but sometimes it is for the best. If you feel like you are about to mess up with terminating the employee, you can always refer to the Guide to Employee Terminations to ensure that the termination process will go as smooth as possible.
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