5 Examples of Termination Letters Done Right

termination letter templates

At a time when employer branding is very important – the firing process has equal importance with the hiring process. Most candidates look for reviews online before joining, and companies with low-rating find it tough hiring good talent.

A termination letter is an important component in the firing process, and it is critical to get it right to avoid any uncomfortable outcomes and controversy.

Does the termination letter matter in today’s day and age? Yes, more than ever!

Termination letters provide the employer with the required paper trail in case of a lawsuit. A standard termination letter will have the following:

–          Confirmation of reason of termination

–          Provide receipt of company property

–          Any other important information to be given to the employee

This article does not have legal advice and is only a perspective. Therefore, it is better to check with your Legal Team first before setting a termination letter example yourself.

Types of termination letter

Termination letters can broadly be divided into the following categories:

–          Layoffs

–          Cause (Performance/misconduct/attendance etc)

–          Business Contract expiry

What should an employee termination letter sample include?

Termination letters should be professional and to the point. Regardless of the category of the termination letter, the following should always be included:

–          Name of the Employee

–          Organization Name

–          Name of Manager overseeing the termination process

–          Letter Date

–          Termination Date

–          Termination Reason

–          List of verbal and written warnings, if any

–          List of company assets to be handed over (laptop, keys, etc.)

–          Receipt of company property

–          Details about final pay, severance, and other benefits, if any

NOTE: Jokes, unprofessional language, over-sympathetic language should never be a part of the letter of termination of employment.

Recommended Post: Let’s Talk Notice Periods

5 Terminal Letter Templates

Here is the termination of employment letter template for various cases. It is better to double-check with your legal team before signing off and issuing one of these.

Termination letter template 1: Layoffs/downsizing

[Date]

Dear [Employee Name],

[Company name] has been facing financial difficulties due to several factors. After exploring various options to improve the situation, we have concluded that we will have to eliminate [number of positions] positions. Unfortunately, your position is one among those and will be terminated effective [date].

You will receive a call from the HR team in the next week for a final meeting. The meeting is about conveying the final paycheck details, details about the placement firm that may help you find another job, and other formalities involved in the process.

Please accept our appreciation for the contribution made to the company during your employment with [Company name]

Sincerely,

[Name]

Termination letter template 2: Misconduct

[Date]

[Employee Name],

This letter is to confirm that your employment with [Company name] stands terminated effective [date].

The internal investigation has concluded that your actions on [date of the incident] towards your colleagues violated the [name of policy violated] policy.

We have received your laptop and keys at the termination meeting. You will receive a separate communication for the final paycheck and other benefits.

If you have any questions, you may contact [name]

Regards,

[Name]

Termination letter template 3: Attendance

[Date]

[Employee Name],

This letter is to confirm that your employment with [Company name] stands terminated effective [date].

The internal investigation has concluded that your attendance has not been in line with the [name of attendance policy] policy. Despite oral and written warnings, your attendance schedule has not matched company policy.

We have received your laptop and keys at the termination meeting. You will receive a separate communication for the final paycheck and other benefits.

If you have any questions, you may contact [name]

Regards,

[Name]

Termination letter template 4: Performance

[Date]

[Employee Name],

This letter is to confirm that your employment with [Company name] stands terminated effective [date].

The internal assessment has concluded that your performance is not in line with the requirements of the position. There has been oral and written communication to you regarding this from your Manager in the past. The past appraisals also point to the fact that your performance is not consistent.

We have received your laptop and keys at the termination meeting. You will receive a separate communication for the final paycheck and other benefits.

If you have any questions, you may contact [name]

Regards,

[Name]

Termination letter template 5: Business contract expiry

[Date]

Dear [Name],

This is to inform you that our contract stands terminated effective [date].

Thank you for your efforts while our association lasted, but due to [reasons] we have decided to terminate the contract.

Outstanding deliverables should be submitted by [date]. In addition, unpaid invoices, if any, should be submitted by [date] so that we can clear the outstanding balance by [date].

You will not have access to [relevant networks, systems, etc.] effective [date].

In case of any questions, you may contact [name]

Sincerely,

[Name]

The sample letter of termination of service agreement above can be used for freelancers and agencies. The service contract termination letter sample doc will help if you want any independent contractors or freelancers to be let go. The termination of the contract sample is a good starting point and can be customized as per your requirements.

Conclusion 

These templates will help you draft one as per your requirements. But remember, it is always better to end things amicably. Do you have any other templates? Or have any queries? Please share your views in the comment section.

Pawan Kumar

I'm a Content Marketer at Springworks. I've been featured in many reputed publications and online magazines! I'm an avid reader and movie buff. Let's connect on Social Media.

Leave a Reply

Your email address will not be published.

This site uses Akismet to reduce spam. Learn how your comment data is processed.

SpringVerify Feature release Update
Previous Story

SpringVerify Feature Release Updates - June 2021

Topgrading Interview Process
Next Story

Your Guide to Topgrading Interview Process

Latest from Human Resources