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How to Write a Termination Letter

how-to-write-a-termination-letter

Employee termination is an inevitable process during the course of business; employee termination can be effected by a face-to-face meeting, accompanied with a Letter of Termination or Letter of Dismissal.

Appropriate Time for Termination

Employee termination, common to conventional wisdom should be done at the beginning of a work week rather than at the end as terminations effected on a Monday or Tuesday will allow a former employee to immediately begin pursing employment the next day while terminations given on a Thursday or Friday leave a former employee unable to pursue new employment until after the weekend.

Steps Before Termination

To comply with ethical and legal standards, the termination or dismissal should be based on demonstrable circumstances. Sufficient records should be kept on the matter(s) leading up to the termination.

Considerations before writing a termination letter or dismissal letter are:

  1. The employee’s manager or supervisor made him/her§ aware of such future action.
  2. The employee was given sufficient time to§ address and correct any problems.
  3. The employee was not and is not being§ discriminated against on the basis of race, gender, religion, or physical or mental disabilities.
  4. The employee is not being terminated to conceal company§ malfeasance or the malfeasance of a superior.

When a manager or supervisor is considering termination to be a future option, collection and recording of all matters related to that particular employee should be documented. Documentation should include warning letters, referral letters to superiors, reprimands, and any other documentation necessary to establish unacceptable patterns or behaviors that are the basis for termination.

Termination Letter Contents

The letter of termination should include the company’s name, corporate address, name of immediate manager or supervisor, and name of the personnel or human resources manager, the employee’s full name, and the employee’s position title and department. The letter should also include an explanation of the employee’s deficiencies, along with the dates on which they occurred and the attempted remedies preceding the termination decision.

Lastly the dismissal or termination letter should contain the company’s position on severance pay (if the employee has been suspected or proven to embezzle, the letter ought to reflect this) and the company’s reference policy with regard to future employers (such as stating the company’s policy it to only provide the position title and dates of employment and an assurance that the details of the termination will be kept confidential from future employers).

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