Termination Letter: A Termination means to an end the term of work for an employee or a candidate in an institute or organisation. The cause for it may be known or unknown, and it always relies on the hands of the head of the department to decide on termination. Often, it is bad news for both the parties involved and the most polite formal way of giving the notice of termination is through a letter.
Letting someone go is always a tough task, but pragmatism in any office or workspace has to compromise and leads you to terminate the work period of the junior person. Termination can take place for the poor performance of the trainee or the employee, absence from the office, misconduct with colleagues or putting in question the reputation of the organisation. It is a very serious issue and must be dealt with practicality and sensitivity. The nature of this dismissal is always sudden with regards to the cause, but the future of the person in question should be considered why giving such notice. This letter, therefore, should be framed thoughtfully, with full care so that it doesn’t lead to any miscommunication which might later cause any problems. The terms and conditions of the termination should be consulted with a lawyer. The HR team should also be consulted before finalizing the termination of an employee. Remember that the document has legal purposes and can reproduce in the court of law for further actions.
Termination Letter Format
Here is a basic format template for this type of letter. It is important to include the company’s letterhead and details. It is recommended that the policies of the company are also attached to the record of the employee as a reminder. The date of the last working day should be specified. If there’s a reason, it should be mentioned in precise terms with proper evaluation.
How to Write a Termination Letter
[Sender’s name and address]
[Company’s name and details]
[Name of Recipient]
[Introduction- A short paragraph is stating the objective of the letter that the employee/tender/vendor has been terminated. Indicate the time of its immediacy.]
[Body- Give a reason(s) for the termination in concise language. References can be made to performance reports or proofs of any violation of the specific code of conduct. Also, mention any warnings given previously which were not followed.]
[Provide details of how to return benefits provided by the company and other equipment and access to the office.]
[Provide details of the compensation and benefits provided if any including insurance policies, monetary compensation or help regarding future employment.]
[Conclusion- Indicate your regret and close the letter. Show a willingness to help based on the individual’s choices and efforts if possible.]
Termination Letter Sample with Example
Here is a sample of Dismissal letters based on the above format.
5+ Free Sample of Early Lease Termination Letter
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4+ Free Sample of Termination Letter for Attendance
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Free Sample of Termination Letter for Vendor
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Free Sample of Termination Letter for Poor Performance
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