Termination letters are one of the most widely used official letters. It can be classified as per the content of the letter. The poignant characteristic of such type of letter is that it should portray an apologetic impression for the recipient.
Termination literally means denial that means you are denying someone from your company or his services. Beneath the expected precedences, the manager and a representative from the Human Resources Department will conduct a termination meeting with the employee. The termination letter encapsulates the minutes of the meeting. Such a letter can also be drafted for inadequate efficiency at work.
Bosses will require framing a termination letter when they are in need of dismissal of any residuary employee. The termination letter validates the structures of the dismissal and encapsulates the triviality that the now erstwhile employee would require knowing.
As the employer, you have to withhold a spare copy of the termination letter in the employee’s enterprise profile so that you preserve a record for potential future use. These registers come in handy when in a situation a dismissed novice inquiries for sudden dismissal, demands reinstate for any other role or directly files a lawsuit in a more unexpected, but a prodigious situation.
Tips for Writing a Sample Termination Letter Writing
- There is no place for any mistakes.
- The letter needs to portray some deference for the recipient.
- The letter should end with a best of luck message.
- It should be printed on the letter pad of the company head note.
- It needs to be delivered to the employee at the time of the termination meeting.
- The other way is to mail it to the employee’s residential address and with a signed receipt of acceptance.
Termination Letter Template
Use our free Sample 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: _________ (The date on which the letter is written)
To,
__________
__________
__________
Subject: Letter stating the denial of your services
Respected Sir,
On behalf of our company, it is my duty to inform you that your software services have been terminated by the board of directors of our company. The decision was made because of the glitch that constantly damaged the hardware of the computer. The software and the directory of a collection of data outlined by you were not tightly guarded and our prime essential directories were hacked.
This is a serious time for both of us. The files that were hacked from our main computers resulted in important losses including your termination. The payments are not dispatched as the inquiry is still going on. As soon as the inquiry is completed and the police department gives you a green flag the payments will be dispatched.
I hope that the problem will be seriously taken at your end. Thanking you.
Yours Sincerely,
___________
(Name and Signature)
From,
________
________
________
Date: _____ (Date on Which Letter is Written)
To,
_______
_______
_______
Subject: Sample termination Letter
Dear _____ (name of the receiver),
We would like to inform you that the company has found you inappropriate for the post of ______ (post of the employee who is being terminated).
The company has noticed that you are not at all _____ (reasons for terminating the employee) for the job and that is why we request you to leave the job by ____ (time within which the employee must leave the job).
The company would clear all your debts and we hope that you shall put your skills to better use for a different organization. All the best for your future.
Thanking You,
Yours Truly,
____________
(Name and Signature)
Sample Termination Letter
The following is a Sample of Termination Letter.
From,
Richard R. Seger,
1218 Randolph Street,
Auburn, MA 01501.
Date: February 15, 2006.
To,
Mary D. Marshall,
2500 Hillside Drive,
Cambridge, MA 02142.
Subject: Letter to terminate the construction contract.,
Dear Ms. Marshall,
It is on my part on behalf of our company to inform you that your construction contract has been terminated. The termination is dated on February 25, 2006. The reached resolution of the dismissal was made by a few higher rank representatives. The actual acumen behind this discontinuation notice was the inadequate attributive information that was employed by your engineers during the rehabilitation of the dam in the banks of Christina River.
Our technicians caught the engineer red-handed. The complaint letter has been launched to the local Police Station. One of the copies has been mailed to you in your company’s general Mail id. All your stuff had been posted back to you.
Concerning the installment of the fees, they are yet to be couriered. The payments will be dispatched after the full inquiry. I hope that this problem will be looked after and such a glitch will not be repeated.
Thanking you.
Yours Faithfully,
Richard R. Seger.
From,
25A, Block-1,
Vastu Vihar,
M G Road,
Delhi.
Date: 27th September 2013
To,
10A, Block-6,
ABC Gardens,
J C Road,
Delhi.
Subject: Termination letter for terminating an employee
Dear Mrs. Vishakha,
We regret to inform you that your work performance was not up to our expectations and the company has decided to terminate you from the job. The company has noticed that you are not dedicated to the job and despite repeated warnings, there has been no improvement in your performance.
The company has decided to terminate you and you must leave the job by 10th October 2013. We thank you for the services to the company but we cannot afford to keep you in this position.
All the data and office records that you hold, should be turned into the concerned authorities before the day the termination comes to effect. You shall also have to submit your work ID. The accounts that we hold on your behalf shall be cleared and there shall be no outstanding debt.
We hope you have a great future ahead.
Thanking You,
Yours Truly,
Tom Hanks
Termination Letter Email Format
The following is the Email Format that should be followed while writing a Sample Termination Letter.
Respected Sir,
On the consideration of our company, it is my sincere responsibility to communicate the knowledge that your software assistance has been dismissed by the Board of Executive Directors of our organization.
The decision was made because of the glitch that constantly damaged the hardware of the computer. The software and the directory of a collection of data outlined by you were not tightly guarded and our prime essential directories were hacked.
This is a serious time for both of us. The files that were hacked from our main computers resulted in important losses including your termination. The payments are not dispatched as the inquiry is still going on. As soon as the inquiry is completed and the police department gives you a green flag the fees will be dispatched.
I hope that the problem will be seriously taken at your end. Thanking you.
Yours Sincerely,
___________
(Name)
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