Letter of Termination

At some point in your career, you will have to write a letter of termination. Before you write it, talk to the employee. As a manager, you should be able to work out any problems the employee might have. If the problems cannot be worked out, then there is one final step before you write the letter. If the situation is not too serious, tell the employee verbally that he will be given a letter of termination. Ask the employee to resign first so that there is no record of being terminated for the employee.

If the employee does not want to resign, then you are forced to write a letter of termination. Begin by summarizing the employee's history with the organization and state the reason for dismissal. Be truthful, objective, and clear in stating any reasons for dismissal. False or ambiguous statements, even if meant to protect the employee's ego, may be used against you if your decision is later challenged. If you do not include all the reasons for termination in a letter to the employee, do include a full explanation in your files.

Assure the employee your company will release only job titles, salary, and date of employment to prospective employers if it is your company's policy to withhold other details about performance and reasons for termination.

Avoid a hostile tone; instead show concern for the employee's future well-being.

Here is an example:

Dear Mr. Bloodworth:

You have received three disciplinary notices within the past six months in conjunction with our conversations about your behavior. Unfortunately, we see no change in your performance. In the last year you have been late 33 times, absent without excuse on seven occasions, and late on all but one project deadline.

We rely on employees who are punctual and conscientious about attendance and deadlines. Our clients will look elsewhere if we cannot offer them dependable service. You have demonstrated an unacceptable pattern of behavior. Thus, we can no longer continue your employment at ACME Inc.

This decision is effective immediately. You will be paid two weeks salary.

Our policy is to give only title of position and dates of employment to companies seeking references. You can be assured the details of this situation will remain strictly a company matter.

We wish you the best in your future.

Sincerely,

This advice and sample was modified from 3001 Business & Sales Letters. We highly recommend that you use it. click here to find out more.