In organizational setups, it often becomes necessary for employers to terminate a few of their employees. This has to be communicated to them via formal letters. The employers can cite the reason for termination, but it is not necessary to do so. It is important to maintain a proper format and follow strict procedures while writing termination letters with and without cause.
Sample Format of Termination Letter with Cause
The first part of the body will inform the employee that the company no longer wants him/her to work for them.
The second part of the body may be used to cite the reason for the action taken by the company.
The third paragraph will mention the implications and the other aspects associated with the termination of this employee.
Name of the employer
These letters are usually written in the letterheads of the organization.
Example of Termination Letter with Cause
3415 Lobortis. Avenue
Rocky Mount WA 48580
Ap 2515 Egestas. Rd.
Manitowoc TN 07528
Dear Keegan Blair,
Please be informed that you are terminated from the post of Assistant Engineer, effective 3 May 2019.
We have been receiving multiple complaints from the client regarding the lack of accuracy and accountability in the work that you have done for them. We also understand that you have been warned both by them and us several times. Yet, you have failed to improve. Therefore, this decision has been made regarding your employment according to Clause 11 of the employment contract.
Please note that you are required to submit all copies of all the kinds of intellectual property belonging to the company that you may have. You are reminded that all the intellectual property that you have generated or contributed to belong to our company and you will not be credited for the same.
You are required to meet the HR executive post lunch on 3rd May to complete the formalities.
Any queries regarding the same may be addressed to me directly.
Sample Format of Termination Letter Without Cause
Ap 8082 Arc Avenue
Thiensville Maryland 19587
Ap 889 Nulla. Street
Watervliet Oklahoma 70863
Dear Nasim Strong,
The first paragraph of the body of the letter informs the employee that he/she is terminated from the post.
The second paragraph of the body shall cite the implications and other aspects related to the contract signed between the two parties.
These letters are usually written on the letterhead of the company.
Example of Termination Letter Without Cause
4275 Amet Street
West Allis NC 36734
Ap 678 Ut Av.
Santa Barbara MT 88317
Dear Ivor Delgado,
Please be informed that you are terminated from the post of an Assistant Engineer, effective 30th April 2019.
We are not bound to provide the reason for the same as per Clause 7 of the employment contract.
You will be paid the salary of this month a day in advance, on the 29th of April. Please ensure that you return all the intellectual property of the company that you may in possession of by the 30th. You may also be informed that if you have contributed to the generation of any intellectual property, you aren't permitted to disclose the details of the same to any outside party. The intellectual property belongs to ABC Technologies.
Any doubts or queries regarding the same can be addressed directly to me.
Since official communications are documented and kept for reference, it is essential to write them professionally. It is also necessary that they do not fail to convey the information needed for the employee.