Firing an employee is not a very easy task. It is extremely hard to let go of an employee who is a good performer as it is harder to deliver the bad news to them. For the opposite situation, it can be considered as a relief. But, whatever the reason is for terminating an employee, you should always be careful with the words you use in delivering such terrible news. This is not just for the benefit of the employee but for the company as well as it can help avoid any negative backlash.
Termination letters come in handy for these kinds of situations. These documents will provide everything that the employee needs to know about the termination—from the reason/s for the termination to the final compensation and benefits that the employee will receive from the company. Termination letters will also be a good documentation of the termination process and can be kept in the employee’s file.
We will discuss with you a few important details about termination letters. We will also show you a few termination letter samples that you can refer to when you start drafting a termination letter to be utilized by your company.
Formal Termination Letter to Download
This termination of employment sample will be a great document to have as this will thoroughly explain a handful of information regarding a termination letter related to the performance of an employee.
How to Write a Termination Letter
Your termination letter should never leave your employee hanging and in doubt as to why he/she has been terminated. It should state everything that the employee needs to know before moving on from the company. Before sending the termination letter to the employee, you should make sure that you talk with your employee first. The termination letter just serves as a confirmation about what has been discussed personally.
In writing a termination letter, specific details should be included such as:
- The main point. Your letter should already state its purpose in the first few sentences. Include the employee’s name, position, and the termination date of the employee.
- Warnings. If the employee has been issued warning letters or has been verbally warned before, list all of these down and explain whether the failure to comply the resolutions stated in the first few warnings is a factor to the reasons for termination.
- Reasons. Write down the reason and clearly explain to the employee if the termination is due to his/her actions or otherwise.
- Final tasks. Let your employee know what he/she needs to do before his/her termination date arrives. This will include finishing all the tasks that were entrusted to him/her, turning over any company property and equipment, as well as clearing out the computer from any personal files and folders.
- Pay and benefits. Be precise about how the employee will be able to receive his/her last pay and how the benefits will be claimed.
All the details that are stated in the termination letter should be accurate. This means that it should not omit any important details and it should not include any unnecessary information to ensure that misinterpretation and misunderstandings are avoided.
Formatting Your Termination Letter
Termination letters need not be lengthy as these letters are typically straight to the point. They follow a block format where all parts of the letter are typically aligned to the left.
Just like any letter, a termination letter will have the following:
- Employer details such as name and job title
- The date when the letter was written
- Employee details such as name and job title
- The subject of the letter, which will directly state what the letter is
- Salutation that will typically address the employee by his/her last name
- An introduction where the core information and main purpose of the letter will be stated. This will straightforwardly mention that the purpose is for the termination of the addressed employee.
- The body of the letter, which will state all of the reasons and details regarding the termination. Share as much information as possible to ensure that the employee knows all the important details.
- The concluding paragraph that will enumerate the expectations from the employee before his/her termination date arrives. It will also give instructions to the employee how he/she will claim the final pay and benefits. Whether the employee is terminated for a cause or unavoidable circumstances, do not forget him/her for the service that he/she has rendered.
- Closing greeting followed by the name and signature of the supervisor
Sample Termination Letter PDF Free Download
This document is a good Sample Termination Letter to Fire an Employee for Cause. It gives an outline that details regarding coming up with the decision to terminate the employee should be specified. This document will also be easy to edit as it is in DOCX format.
Termination Letter Mistakes
Termination letters need to be clear with what it wants to convey to the employee who will be terminated. Misunderstandings can often lead to serious matters, which is something that needs to be avoided.
To make your letters more effective, steer clear from the following mistakes commonly found in termination letters.
- Unprofessional tone. Laying off or firing employees can become very emotional. However, it is best that your letters sound professional despite all the emotions running through your head.
- Expressing too much. Your termination letter is not an avenue for you to rant about the departing employee. Keep your reasons fair and avoid expressing personal matters in the letter.
- Disrespectful words. Never treat the employee in any disrespectful manner. Remember that your employee is a person and the reputation of the company is at risk when he/she walks out the door.
- Being vague. Vagueness can lead to misunderstandings. Do not suggest anything if it is not true and avoid making use of vague statements.
There’s a wide variety of reasons why an employee is terminated in the workplace. We will give you a few good sample employee termination letters for different kinds of situations.
Termination Letter for Employee
This document is a good Sample Layoff Termination Letter. It explains to the employee that there is a need to cut some costs and that the employer deeply feels sorry for coming up with the decision to let go of the employee. If you are faced with a similar circumstance, you can make use of this sample.
Termination Letter for Performance Free Download
Employees who are not performing so well in the company are also at risk for termination. This letter is a great Sample Dismissal Letter for Poor Performance of an employee. It elaborates on the fact that despite the warnings and training, the employee still failed to comply with the company’s expectations from him/her. Should you have an employee whom you need to terminate due to poor performance, this sample is definitely a good reference.
Sample Employee Termination Letter to Download
This is a generic sample of a termination letter that you can use for any type of situation that calls for the need of a termination letter.
Printable Employment Redundancy Terminate Letter
Employee redundancy happens when the job of the employee no longer exists. Dismissing them or terminating them is best to cut costs in the company.
Employment Service Termination Letter
This is a good example of a termination letter that is related to the attendance of an employee. In this example, the employee has taken more vacation leaves allowed and has been called out for unruly behavior. When you are faced with an employee who takes advantage of the leaves of the company and is fond of being absent in the workplace without proper documentation, this letter will be applicable for that circumstance.
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