How do you Write a Termination Letter to an Employee?

As an HR manager or employer, the truth is you’ll need to write a termination letter at so many instances along your career journey. It’s something that can’t be avoided in reality. Employees must come and go, and your business must move on no matter what. 

A termination letter sample is required to calmly let go of an employee. It could help in avoiding issues with labor laws and also assist the employees in peacefully leaving your organization without any issues. But the issue here is: how do you write an employee termination letter without giving room for conflicts? We can help. 

This article explains what a termination letter is, why it is important to write an employee termination letter, how to write a termination letter template, and some samples of termination letter templates. 

What is a termination letter sample? 

A termination letter sample is a letter sent to employees who have been relieved of their positions at an organization. This letter explains in full detail why the employee is being terminated and how they should go about exiting the company peacefully. 

Why should you write a termination letter? 

You should write a termination letter if you want to address certain questions that the employee might have, even if you have discussed the termination earlier. It’s also necessary to avoid lawsuits against your organization. You’ll have proof that the right procedures were taken prior to the employee’s departure. The letter also helps in providing information on all there is to know concerning their departure. 

How should you write an employee termination letter? 

To successfully write this letter, you must follow a termination letter format. This format will help you ensure that all the necessary details are included to ease the process. Here are some things that should be included a termination letter format: 

• Employee details: The first section of this format should outline the employee’s personal information including, their full name, position held at your company, and their employee ID. 
• Be direct: Go straight to the point with your letter informing the employee that they have been terminated. Include the last date that they’d be expected to be seen at the office, if any. 
• State the reason: Before we dive into this section, it’s important that you ensure that you write an employee termination letter with empathy and not hostility. Try to understand that they are losing a job that probably takes care of their basic needs. Now back to business: you’ll need to discuss the reason why they’re being terminated, even if it has been discussed physically. 
• Give guidance: Here in this section of the termination letter format, highlight some resources that could be useful to the departing employees. Also, direct them on what their next steps are and how they should go about each of them. 
• Conclude: End your letter on a good note, expressing your appreciation for their work so far. Include your personal details in case they want to reach out to you. We have compiled a few termination letter templates below to help you craft yours. 

Termination Letter Templates

Here are some termination letter examples that follow the format for writing a clear and concise letter of termination: 

Termination letter example #1

March 09, 2009

John Fernandis
Arts Director
ID: 672315
johnfernandis@gmail.com

Letter of Termination

Dear John, 

We regret to inform you that you have been relieved of your duties as the arts director of Bu and Bak Studios as of today, March 09, 2009. We have collectively decided that your services are no longer needed at the organization due to the recent incident that occurred a few weeks ago. 

Kindly note that you won’t be able to access the benefits and perks offered by our organization at the end of this month, March. You’ll be given your hourly salary for the days you have worked this month immediately. Please reach out to the finance department to get this all sorted out before you leave the office today. 

Please remember that you have signed a non-compete agreement, and we won’t tolerate any violations of this agreement. I will be available if you have any further questions. Thank you for your time with Bu and Bak Studios. We wish you all the best in your future endeavors. 

Sincerely,
Cynthia Morgan
CEO, Bu and Bak Studios
cynthiamorgan@buandbakstudios.com

Termination letter example #2

July 24, 2011

Jenny Frank
Junior Financial Secretary
864532

Letter of Termination 

Dear Jenny, 

We regret to inform you that you are being terminated from your position as the junior financial secretary of Gudan Law Firm. Your last day at the office will be July 30, 2011. 

Myself and the executives have decided to let you go since your performance over the past eight months has completely degraded. Although a performance improvement plan was put in place, we haven’t noticed any changes in your performance since then. 

Kindly note that you’ll have to return the company’s phone and uniforms in good condition before you leave. You’ll receive your salary for the month as usual, but kindly confirm with the financial department first. You can still access the benefits package provided by us until the end of the year. 

We are sorry for any inconvenience caused, and we wish you all the best in your future endeavors. Thank you for putting in the work.

Kind regards,
Thomas Deja
HR manager, Gudan Law Firm

Conclusion

By following the steps ahead, you can easily write a termination letter that provides all the information needed for the smooth departure of an employee.

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