FREE 41+ Printable Termination Letter Samples in PDF | MS Word

Every company has their own set of standards. These standards help companies in making sure that the operations and processes are able to meet the goals that the company wants to achieve. With these standards, companies are able to set qualifications for what work they need done and the qualifications of the employees that they need to be able to perform the job analysis. These employees are expected to follow the standards of the company, including the polices that are set for everyone to follow. If the employee fails to follow the given standards and policies, they will be handed a termination letter and will need to leave the company for good.

Every company has their own set of standards. These standards help companies in making sure that the operations and processes are able to meet the goals that the company wants to achieve. With these standards, companies are able to set qualifications for what work they need done and the qualifications of the employees that they need to be able to perform the job analysis. These employees are expected to follow the standards of the company, including the polices that are set for everyone to follow. If the employee fails to follow the given standards and policies, they will be handed a termination letter and will need to leave the company for good.

A termination letter is a formal document stating the reason why an employee is separated from the company. It includes the specific instances when the employee has failed or violated the set standards and polices, the effective date of the termination, the recipient of the termination letter sample, and where the termination letter came from. Providing you with a better understanding about termination letters is a big deal. That is why we have gathered 35+ of the best termination letter samples in PDF and Word. These samples are available for online download for it to be easier for you to edit and use them as your own. Check them out below.

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What Is the Difference between Termination and Dismissal?

Termination and dismissal are often used interchangeably that they come to mean the same thing. But is there really a difference between termination and dismissal? The best way to find out is to define each term and determine if there really is a difference.

Termination is about something that is coming to an end. In employment, termination means the employee is leaving their position or job in a certain company. It could either be a voluntary termination or an involuntary termination. When we say voluntary termination, it is the employee who decided to leave the company policy on their own free will, like when they resign or retire from work. On the other hand, involuntary termination is when an employee is forced to leave the company or quit their jobs because of a certain reason. These reasons could be anything work related, health related, or because of the company’s financial instability.

Dismissal is just like involuntary termination because the employee is forced to leave the company. An employee gets dismissed from the company when they did something wrong or for reasons where they are at fault. Dismissal is also referred to as getting fired, getting canned, or getting sacked. Employees who got dismissed often find it hard to find a new job.

With the definition above, there is not that much difference between termination and dismissal. What makes them different from the other is that while the word termination can be used to mean that an employee has been dismissed, the word dismissal cannot be used to mean employee termination. This is because termination can be voluntary or involuntary while dismissal sample reference to involuntary termination. Thus, termination and dismissal should not be used interchangeably all the time.

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When Can an Employee Be Terminated?

There are a lot of reasons why an employee can get terminated from their jobs. Termination does not only apply to bad employees but to good ones too. It all depends on the company’s standards, policies and procedures, sample evaluations, and consideration from the manager or the employer. The following are the instances when an employee can be terminated.

• Poor Performance – Performance standards must be met by every employee in a company to ensure that they are doing work correctly and are providing high quality results. This is how a company or an employer will be able to evaluate if the employee is a fit for the job or if they don’t match the qualities the employer is looking for.
• Financial or Economic Reasons – Changes in the business that affects them financially is another reason why employers need to terminate the employment of their employees. Some would cut cost analysis and cut the number of workforce. There may be too many employees with so little job left to do, that is why they have to let go of the other employees.
• Employer Conflict – When an employee and employer have an irreparable conflict with each other, then the employer may need to let go of the employee for good.
• Health Problems – Getting sick in the office is okay as long as it is not contagious and it is not affecting productivity that much. But when the health problem becomes a threat to all of the employees in the office, an employer will need to protect them and terminate the sickly employee. In this situation, confidentiality has to be practiced.
• Violation of Company Policies – The company’s policies need to be followed and practiced at all times to maintain harmony within the workplace. Whoever violates the policies may be terminated if they do not heed the warnings they are provided.
• Fraud – No company would allow fraudsters within their organizations, that is why whoever commits fraud can be terminated by the employer.
• Gross Misconduct – It is important that all employees maintain professionalism and proper decorum within the workplace. Unacceptable and inappropriate behavior is not allowed.
• Attendance Issues or Excessive Absences – An employee’s absences can greatly affect the productivity of a company, that is why if an employee has excessive absences, their attention is called and they are provided notice period before they get completely terminated.
• Violence and Harassment – The workplace needs to be kept safe and away from harm at all times. Any form or violence and harassment is not acceptable and are definitely grounds for termination.
• Involvement in Illegal Activities – Every company is required to abide by the law of the country or state where they operate. Involvement in illegal activities such as the use and selling of drugs is prohibited. Companies need to make sure that their employees are not involved in any illegal activities to avoid getting involved into serious matters.
• Breach of Contract – This can be a ground for termination as employees are made aware of the contract before they are asked to sign it. They are obliged to follow the terms and conditions that they have agreed with the company.
• Extreme Insubordination – Employees need to respect every member of the company, specifically their managers or superiors. They need to obey their orders and should not defy authority, especially if is undoubtedly work-related orders.
• Stealing Company Money or Property – Company properties should be used within the company for work-related stuff. Any employee caught stealing from any company resources can be terminated from their post.
• Lying and Falsifying Records – Lying and providing false records, whether in their sample resume, work experience, or in their medical certificates, is not tolerated in any company. Employees who do this are subject to termination once their wrongdoing is proven.

 

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Types of Employment Termination

There are two main types of employee termination, namely voluntary employee termination and involuntary employee termination. Both types are briefly discussed below together with their respective subtypes.

Voluntary Termination

This type of termination occurs when an employee quits their job on their own free will. Examples of voluntary termination are retirement from work, resignation, end of a temporary contract, abandonment, and death.

• Retirement – Old age hinders employees from performing their jobs, that is why they have to retire when they reach a certain age, which is often at the age of 65 years old. Employees who reach this age must retire as stated in their company’s policies or they will be forced by the company to resign. The age limit for retirement still depends on what is provided in the state laws.
• Resignation – There are a number of reasons why employees resign or leave their jobs. When an employee resigns, it is often because they have made a decision for themselves and not because the company asked them to. Some of the reasons for employee resignation could be because the employee plans to work or move abroad, change in career path, or they could be starting their own company.
• End of Temporary Appointment – This type of voluntary termination only happens to contractual workers or temporary workers. They already know at the start of the employment that their sample contract will end on a specific date or until a replacement has been found for the position they have covered for. This is often done by some companies to have someone fill in a vacated position while they are looking for a qualified candidate.
• Abandonment – This happens when an employee never returned for work and never provided any notice on why they left. They just simply did not sample report to work for a number reasons that they only know. Some employees do this so that they won’t have to deal with reporting back to work and provide their explanation on why they are leaving.

 

Involuntary Termination

An example of involuntary termination is when an employee gets fired from their job or if they get laid off. Involuntary termination is when the company or employer gets rid of their employee and forces them to leave the company.

• Termination for Cause – An employee can be terminated for specific reasons and that includes failure to follow company rules, breach in contract, misconduct, harassment, and many more. Companies have their own set of rules and standards and they can be used as causes for an employee’s termination.
• Termination without Prejudice – This type of involuntary termination means that the employee has been let go or terminated for reasons aside from performances or attitude. It could be due to financial problems within a company. Employees who are terminated for this reason can be rehired in the same position within the same company.
• Termination with Prejudice – When an employee gets terminated due to having a bad attitude or poor performance evaluation within the company, they are terminated with prejudice. If this is the reason for the employee’s termination, then they will not be eligible for rehire in the company.
• Forced Resignation – This termination setup is both agreed upon by the employer and employee where they agree and give consent to the termination’s terms and conditions.
• Wrongful Termination – This happens when an employee breaches the contract or violates any of the terms and conditions in the employment contract.
• Laid Off – There are instances that will lead to an employer’s decision to let go of some or a lot of their employees. An employee can get laid off if the company or business does not need their services anymore. It could be due to redundancy, attrition, and economic and financial decisions.

 

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What Is an At-Will Termination?

An at-will employment is a contractual employment where the employer can terminate or dismiss an employee whenever they want even without just cause or reason. In the Unites States, employees who are hired at will can be terminated without warning. This is considered as a legal termination. If they file claims in court, their claims will be denied.

What Does Employment Termination Due to Redundancy Mean?

If an employee’s services is no longer needed by the company or if the company is trying to cut costs due to financial or economic reasons, it is said that they are terminated due to redundancy. When the employee leaves the company, the employer or company will not go looking for their replacement and will make use of the remaining employees that they have. If an employee gets terminated because of redundancy, they are illegible for rehire once the company is having a job opening for the same position. But if the company looks for a replacement after the employee got terminated, it is not considered as termination due to redundancy. It could either be due to poor performance or bad management review.

What Is Summary Termination?

Summary termination takes place when an employee gets terminated by their employer without any notice or any hearing. Since there is no notice provided, the relationship between the employee and the employer ends right then and there. Summary termination is said to be legal provided that the reason for termination is not because of discrimination. Usually the reason why an employee gets terminated summarily is because of grave misconduct. Once a summary termination is served, both employer and employee are no longer bound to the employment contract. This means that the employee no longer has to work under the contract. The employee is also not entitled to any payment.