The termination letter format is not complicated, and any manager, HR representative or personnel manager can use a general template and customize it to fit each different situation. A termination letter is a legal document that informs an employee that he no longer works for your company. The tone of termination letters should be professional and firm, never hostile or immature. Always keep a copy of the termination letter in the employee files, and give a copy to the former employee.
First Paragraph: State that the employee is terminated as of the current date or a specific date in the future. Most companies prefer that a terminated employee leave as soon as possible. Also, list the main reasons why the termination is taking place. Remember that the reasons must be legally sound, and not merely because of clashing personalities.
Second Paragraph: Make reference to the meetings that have led up to the termination. There should have been several previous disciplinary meetings with the employee to discuss proper company termination procedures. Give a brief accounting of any past warnings or prior discipline that led to the final decision.
Third Paragraph: Outline what steps the employee needs to take, such as returning the company car, in order to end employment. Then list steps that the company needs to take to tie up loose ends. This could include offering various forms of compensation, cashing out holiday pay, providing pension information or delivering a final paycheck. Let the employee know whether the final paycheck will be mailed to the employee's home or if there is some other arrangement in place.
Always customize a termination letter format or sample with the information that is relevant to the particular termination case you are dealing with. It's always a good idea to caution the terminated employee not to discuss any of the details of the termination with anyone. Wish the employee luck in future endeavors in the business letter, sincerely expressing all the best for him.
 | Need to know how to write a termination letter? It isn't pleasant, but this advice about the letter's tone and content can help you get started. |
 | This contract termination letter example reveals what you need to say so you can tie up all the loose ends with a contractor or a vendor whose term is about to expire. |
When you write lease termination letters, you need to let your landlord know exactly when you are leaving so he can prepare the property for the next tenant. |
Find articles about how to write a termination letter, lease termination letters, termination letter format and contract termination letter example. |
