FREE 42+ Termination Letter Samples in PDF | MS Word

A ton of people might tell you that writing sample letters is already a lost art in this world that has already started to become more digital. However, letters still play an important role in a lot of business even if sending electronic mail is an easier method. More often than not, a business letter is sent via direct mail; however, they can also be handed in person. One of the most common letters that are typically handed in person are termination letters. As its name suggests, it is basically a letter that informs the recipient of the reasons why he/she is getting terminated either from work, as a business partner, as a tenant, and so on. These letters give a sample brief, if not a detailed, description about how the decision of getting terminated came to be.

If you have concerns about how to write a termination letter in general, we have all that, plus, sample termination letters that you can definitely use as a sample reference. These samples have been carefully chosen to suit specific circumstances that might need a termination letter. We know you are now eager to learn more about termination letters, so let’s get to it!

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Termination Contract Letter Template

What Is a Termination Letter?

Now we will discuss a little bit more about what is a termination letter. A termination letter is considered as a formal letter that is used as a means of informing an individual that he/she is getting terminated. A termination letter is commonly used in the workplace as a means of informing an employee that he/she is going to be terminated from the company. However, there are also other circumstances where a termination letter is also used such as terminating contracts, terminating a service availed, terminating agreements, and other situations that will need a termination letter.

Importance of Termination Letters

Why are termination letters considered to be important documents? There is a wide variety of reasons why termination letters are important and here are some of them.

• It is a form of formal communication. If it is well written, the individual receiving the termination letter will have a full understanding as to why the situation became what it is now as it will contain all of the necessary details about how the decision was made.
• A termination letter will provide all of the details that has led to the decision of termination. For example with employment termination letters, it will let the recipient know the standards and metrics if the employee is to be terminated for poor performance. It will also mention and include other documents relevant to the assessment of performance such as warning letters and performance evaluation forms.
• If the termination letters are in hard copy form, they can be kept as a record for future reference as they can be organized in a neat file organizer.
• There are times when one of the parties involved in an agreement that was terminated will contest or will be on the opposing side of the termination letter. In extreme cases, they might even file a lawsuit against the party who drafted the termination letter format. When these situations arise, the termination letter can be used as a legal document that will aid the defense of the party that made the termination letter. This is because the termination letter will showcase all the reasons that led up to the termination, which will be a factor as to whether the reason/s of termination is considered to be valid or otherwise.
• It can be used to assess whether the company is doing well or otherwise.

 

Dismissal and Termination: What Is the Difference?

A lot of employees dread the words dismissal and termination. They are also often used interchangeably, but is there really a difference between the two? Let us find out!

Termination means ending or bringing something to an end. If you were to bring it into the context of employment, it pertains to either a voluntary or involuntary end of employment. From the term voluntary, it means that it is the employee’s will or decision to leave his/her job, while an involuntary termination means that the decision to leave the job application is not the employee’s choice but rather was the decision of the employer. Reasons for job terminations range from health reasons to instabilities of the company.

Dismissal, again in the context of employment evaluation, pertains to ordering the employee to leave the company. The act of dismissing an employee then results to the termination of that particular employee. Typically, an employee gets dismissed for a reason or reasons that an employer might see as unfavorable or may jeopardize the company’s credibility.

As you have just read, it can be concluded that there is not much difference between the two. Just remember that an employee who has been terminated voluntarily or involuntary whereas an employee who has been dismissed has been terminated in an involuntary manner only. However, one of the impacts that employee dismissals and involuntary termination guidelines is the fact that an employee who has gone through such may find it hard to find another job analysis. This is because employers often think that they do not have the capability to perform well in the workplace.

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When Can an Employee Be Terminated?

This part of the article would be a simple guideline for terminating an employee. When it comes to terminating an employee, you have to consider if he/she is employed at-will or if he/she is an employee that has signed a contract. If he/she is an at-will employee, an employee can get fired without warning. However, if the employee is employed with a contract, then reviewing the contract should be done as there is a need to ensure that the correct termination protocol is followed. You want to avoid dealing with lawsuits at all times, so make sure you know the nature of employment of your employees and that you follow any of the terms and conditions/policies about terminating an employee in the company.

When an employee gets terminated, it does not necessarily mean that he/she is a bad employee. Remember, it is not all plainly about performance or plainly about the employee’s behavior. Sometimes, a good performing employee can get terminated for reasons such as sexual harassment or discriminatory behavior.

Some of the common reasons why an employee gets terminated are as follows:

• Incompetence. This will cover productivity, quality of work evaluation, and work performance.
• Insubordination. This covers the unwillingness to follow orders and dishonesty in terms of work output.
• Attendance Issues. Frequent absences and tardiness is covered in this reason.
• Discriminatory Behavior. Racism and sexual harassment in the workplace.
• Violence. Physical, verbal, and threatening behavior.

 

You can definitely fire an employee should he/she display these behaviors in the workplace.

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Now you know just a little bit more about termination letters, it is now your turn to write your own termination letter. You can check out all of the letter samples that we have for you. You can even download as many examples of termination letters as you want because they are all for free anyway! They also come in PDF and Word Document (.doc and .docx), which makes it very compatible with a lot of portable devices. With the new knowledge you have gained, we are hoping that you share this article with your friends as well.