Employment Termination Letter is a letter that a company writes to its employee in case the organization has decided to terminate the employee. This kind of letter is only written when the organization has decided to terminate an employee. While writing this letter, the reason because of which the employee is being terminated must be mentioned.
The approach of the letter must be proper, or else it may impact the employee emotionally. In the letter, the organization must also thank the employee for all the work and contributions that the employee has provided during his working tenure.
A company or an organization holds the right to terminate the services of its employees if they show unsatisfactory performance or engage in unscrupulous activities that may harm the company in any way.
However, not everyone is adept at breaking bad news or potentially devastating decisions to others courteously because it takes immense tact to describe negative facts in a hopeful manner. A well-written letter is the best medium for conveying such messages to the employee.
Employment Termination Letter Writing Tips
- The employee must know the reason for which he is terminated. So this matter should not be described vaguely.
- The reason for which the employee is being terminated must be cited courteously. Harsh and rough language must be not be used.
- The letter must have a positive tone.
- Hurting one`s feelings is morally unacceptable.
- It should include kind words towards the end.
- The date of termination should be mentioned clearly.
Employment Termination Letter Template
Use our free Employment Termination Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
Date: ________ (date of writing the letter)
To,
__________
__________
__________
Sub: Regarding the decision of termination of your association with this company
Dear __________________ (name of the employee concerned),
We are extremely sorry to inform you that considering your recent hostile behavior with company officials, we have decided to terminate your association with us. Despite our previous efforts of warning you about the consequences of your actions through the letters from our _______________ (name of the official concerned) dated ___________________ (dates concerned), improvement has not been seen.
Thus, we have decided to terminate your services with this company with effect from _____________________ (date of the proposed termination). We are sorry for the inconvenience, and we sincerely hope that you find success shortly.
Thank you.
Sincerely,
Name and Signature
Employment Termination Letter Sample
The following is the Sample of an Employment Termination Letter.
From,
Gama Software Solutions,
Manhattan,
New York
Date: ________ (date of writing the letter)
To,
Mr. Davis,
Gama Software Solutions,
Manhattan,
New York
Sub: Regarding the decision of termination of your association with this company
Dear Mr. Davis,
This is to inform you that you are issued a termination notice w.e.f. 20th June. You have served our organization well. However, for the past 13 days, you have been involved in activities that have had an adverse effect on the workings of the company. It has been a hard decision for the management, but as the company stands by and treats all employees equally, we have to serve you with the notice.
As you are well aware, going on strike for more than eight days continuously provokes the company’s law of immediate suspension. Your orders too were carried out under the same.
Your dues will be paid within a week. You may contact your manager for a recommendation letter for your time here.
Wish you all the best in future,
Gama Software Solutions
Employment Termination Letter Email Format
Dear Mr. Davis,
As per the details in the above-stated letter, you were offered an opportunity to be counseled by your HOD to clarify that your frequent unauthorized absence from duty is not encouraged in our work environment. But despite the warning and a fair chance to mend your ways, there has been no change in your habit of taking leaves without prior approval/intimation.
We are sorry to inform you that your services at Diamond Technologies Pvt. Ltd. have been terminated on the account of previously stated reasons. This comes to effect on 15th February 2010(AN).
Thank you for your association with us. I wish you good luck for your future projects.
Yours sincerely,
Mandira Singh
Copy to:-
Accounts Dept
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