An individual who is going to start working or is already working goes through various stages of employment. The stages may be hiring, promotion, demotion, reduction or layoff and dismissal. Some of these stages indicate positive growth and some indicate negative growth. While the positive growth can be directly attributed to the individual’s performance and skills, the reasons behind the negative growth can be classified into a much broader spectrum. The company might be losing all non-essential personnel, closing a particular department could be legitimate causes along with issues with the employee itself.
A Dismissal Letter is given to an employee whose services in the organization are deemed to be over for misconduct, poor performance etc. There is a reason behind this letter being given to an individual and that reason is almost always a result of the negative behavior of the concerned employee. No employee would like to get this letter ever in her/his work span and no company likes giving it but there are certain unavoidable situations wherein there is no other option left but to hand over this letter. The letter is usually written by a person of authority and must be formal and well written. It should encapsulate the situation and contain all the relevant details such as important dates, settlements and shouldn’t humiliate the employee. Follow the given tips and samples to write a Letter of Dismissal.
Dismissal Letter Writing Tips
- A Dismissal Letter should only be given to an employee once the entire situation has been looked into deeply.
- Since receiving this letter impacts the recipient’s life to a great extent, it should be very sparingly issued.
- Even though the employee is being sacked or being asked to leave immediately; in no way should she/he be humiliated.
- The tone of the letter should not be insulting, but it should surely be firm.
- The Dismissal Letter should be brief and to the point.
- It should also indicate to the employee that if a reference letter is required it will be given.
- The Dismissal Letter should always give the reason that has to lead to the issuance of this letter.
- The reason should be supported with real-time incidents with dates if possible.
- The letter should always have the contact details of the signing authority in case any clarification is required.
- The Dismissal Letter should give the date when the letter is effective to avoid any confusion
- A copy of the letter should be signed by the recipient and kept by HR for any legal issues that might come up later.
- Once you are done writing the letter, please recheck the same for grammatical and spelling errors.
Dismissal Letter Template
Use our free Dismissal Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
To,
___________
___________
___________
___________
Date ___________ (Date on which letter is written)
From,
___________
___________
___________
___________
Sub:___________
Dear Mr/Ms ___________(Name of the person),
It has been observed that despite repeated reminders on ___________(dates) regarding adherence to the office timings, you still seem to be extremely relaxed about being regular and punctual at work. This attitude is obviously creating negative ripple effects amongst all the other employees.
Therefore the management has decided to dismiss your services with immediate effect. You are requested to please hand over charge to Ms/Mr ___________by ___________(date).
Because you are still on probation, as per the HR policy there is no need for a notice period from either side. You may please collect your full and final settlement from the Accounts Department. If you need a reference letter, please do let us know and we shall be glad to help you. Please feel free to contact the undersigned for any clarifications.
We wish you all the best in all your future endeavors.
Best regards,
___________
(Name of signing authority)
Sample Letter
To,
Genevieve Rodriguez
24, Church Street
Atlanta
Date: ___________
From,
Jared Cooper
GM Holdings
Atlanta
Subject: Dismissal Letter
Dear Ms Rodriguez,
It has come to our attention that despite several notices and warnings regarding workplace conduct, the last of which was issued on 2nd February 2017, you have continued to ignore the office policies against disruptive interaction between employees and your actions are proving to be an undesirable distraction to the other employees.
Hence, the management has decided to dismiss your services with immediate effect. Please hand over all responsibilities to Mr. Charles Benedict by 2nd April 2017.
You may collect your severance package from the Accounts Department, as well as any other settlements at your convenience. A Reference Letter can be provided to you at your discretion. You may contact the management regarding further queries.
Wishing you all the best for your future endeavors,
Jared Cooper
GM Holdings
Email Format
The following is the Email Format to be followed for a Dismissal Letter.
To: name@email.com
From: name@email.com
Subject: Dismissal Letter
Dear Mr. Kumar,
It has come to our attention that despite several notices and warnings regarding adherence to the workplace timings, the last of which was issued on 2nd February 2017, you have continued to ignore the office policies about punctuality and your actions are proving to have an undesirable effect on the other employees.
Hence, the management has decided to dismiss your services with immediate effect. Please hand over all responsibilities to Mr. Kiran by 2nd April 2017.
You may collect your severance package from the Accounts Department, as well as any other settlements at your convenience. A Reference Letter can be provided to you at your discretion. You may contact the management regarding further queries.
Wishing you all the best for your future endeavors.
Rahul Singh
VP Solutions
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