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.
An early lease letter of termination is used by the tenant of a property to cancel the lease before the agreement date defined in the rental contract. Often it becomes a frustrating business for the tenant if they are facing some sort of inconvenience like non-payment of the rent. In the lease letter, all the agreement should be mentioned along with the reason for the termination. The terms and conditions including a prior notice should be clearly defined stating the finality of the situation... Read More
Attendance is an important criterion to judge the performance standard of an employee. Every company has a fixed number of certified holidays and a number of leaves beyond which the employee cannot take other leaves without permission. Extra leaves might indicate less seriousness towards work, and therefore companies have a strict regulation policy against it. This letter is, therefore, a legit means to close employment.......... Read More
This letter is written to a goods-supplying vendor working under a separately owned property under a signed contract. The termination of the deal can arise due to various reasons such as discrepancies in the supplied goods, or delay in the goods provided or of violence of any code of conduct. The letter serves as a legal closure of the deal, and it must have clear statements on the required procedure of the termination.... .....Read More
An employee may get a Dismissal letter for his or her poor performance regarding the required work of the company. As per the terms and conditions of the agreement between the employee and the company, the latter has the right to dismiss the person for a lack in performing according to the standards of the company. There should be warnings before the termination regarding the degrading of performance in any parameter. However, if there is no improvement, a letter should close the deal...... Read More
Dismissal Letter Sample
Salt Lake City, Kolkata- 240034
Date: April 4, 2018
Mr. Ryan Singh
45 Marg Road
Hooghly, Kolkata- 234789
Dear Mr. Ryan,
It is with extreme regret that we have to inform you that your employment with us at XYZ Company has been terminated immediately.
The reason for this termination is your degrading performance in the company for the past three months. The monthly performance reports indicated for improvement and verbal warnings have also been registered. Nonetheless, no improvement was observed whatsoever, and our board reviewed your status at the company to come at the decision of your termination. Kindly return your office keys and ID card to the security counter by the end of the day.
As per the terms and policies of the company, severance pay shall be sent into your account by the end of the month. All other benefits including transportation and technical assistance shall also be terminated henceforth. You are expected you vacate the apartment provided by the company in the time frame of a month.
Any queries you might have can be dealt with HR manager Mr. Khanna (011-222-3333). We regret this decision but were helpless instead of your responses.
XYZ Company wishes you best for your future,
It’s perhaps easier to fire an employee for a code of conduct violation than to fire one due to the internal financial crisis. However, it’s a process of deliberate care and attention. This letter usually follows a meeting with the board of directors of the company who tries to review the situation on a face to face interview basis. If this doesn’t work in favor of the employee, the termination is confirmed in the meeting itself. The letter becomes a legal notice for reference purposes and as a record of the termination.
Following is a sample of Dismissal letter written for a cause which has been defined as theft and deception in the office.
Sample Termination Letter for Cause
12 Streets, Mexico City- 45762
September 12, 2018
Mr. Johnny Brown,
65 Karma Street,
Pine Roads, Mexico City-45643
This letter is to confirm the decision of the termination of your employment with us at MNO Company for the cause of theft and deception, which comes to effect immediately.
Concerning today's meeting with the board of directors and your department manager, it has been concluded that you have been rightfully accused of stealing money from the official bank account of the company by acquiring access to it through your colleague. The attempted action is intolerable in the eyes of everyone who are acquainted with you in the company. You have been breaching the trust of your head seniors and your colleagues, and under no circumstance can this offense be forgiven.
Your current paycheck shall induce a penalty for the charged offense, and you are inhibited from entering the company's premises anymore. The benefits provided to you among the policy of your company shall decease within a month's time, and you shall receive health and property benefits for only twenty days from now.
You are expected to follow the company’s affidavit on breaching the confidentiality circle of the company. Kindly follow your contract despite the onset of this unexpected termination.
At the termination meeting, we received your ID card and office keys along with the company-owned laptop. We expect you to regret your decision and improvise on your habits of conduct and ethics for the betterment of society.
We hope you best for your future,
These letters are mostly written to employees working under a company. For an employee who is quite dependent on a hirer for his salary and lifestyle resources, a Dismissal letter can be a very sensitive matter. Therefore, the letter must be written with care and also with the firm tone of a company accountable for an employee on various levels. The reasons for firing an employee can be many from him being responsible for a particular failure or due to the company’s capacity itself to sustain the life of the employee. It’s a dynamic relationship of co-dependence for the hirer and employee, and both the parties should be accountable on their part to be trustworthy to each other.
Sample Termination Letter to Employee
Salute Lake City, Sikkim- 240034
Date: July 4, 2017
Mr. Rom Arora
45 Marg Road
Hooghly, Kolkata- 234789
It takes us immense regret to inform you that your work period at our company has been terminated with effect on July 7th, 2017.
As per the discussion and decision of our board of directors based on your last meeting with them it was concluded that we wouldn't be able to have you among us as an employee anymore. We deeply regret this inconvenience caused to you, but as a company responds to a large community of people and holding their trust in our hands, our decision holds strong against you to be among us.
Since you have been a faithful employee for the past two years, we would like to grant you your property and transportation benefits for two months before their permanent ceasing. You shall receive your final paycheck by the end of the month.
Kindly follow the terms and policy of confidentiality as an ex-member of the company. Do go through the attachments provided and get in touch with the HR Manager in case of any query.
We hope you luck for your future,
In any department of a company, a healthy code of conduct is to be followed amongst all the employees for progressive development. Every company has a set defined number of rules and their own set of ethics which is aimed at providing the right ambiance for a wholesome growth rate of the company. However, often employees end up not being able to catch to the standards of the company despite a set time frame on many levels, be it ethically or performance-wise. Any employee is an important asset to the company, but as per the tolerance policy of the company, there should be strict action against delinquency. Misconduct is a tough matter to deal with among employees and their hirers and often termination of employment is the only solution. Following is
Sample Termination Letter for Misconduct
Ap #636-8082 Arcu Avenue
Thiensville Maryland 19587
Ap #630-3889 Nulla. Street
Watervliet Oklahoma 70863
Dear Nasim Strong,
With due regret, it has been decided by the board of directors of our company to terminate your employment with us due to misconduct with a colleague, with immediate effect.
We must acknowledge that you had been a valuable asset to our company with regard to the hard work you have shown in the past several years for the growth of the company. However, based on the complaint reported against you by several other employees, it has come to our notice that you have breached the personal space of your colleague. This act of misconduct is deemed to gross for any moral standards and under no circumstance shall our company support you in this.
You shall receive your paycheck by the end of the month. Other benefits provided by the company shall come to a cease by the end of the next two weeks. Kindly, vend for your inconvenience.
We request you to follow up on our company's policy to our ex-members in terms of their accountability towards the company with regards to their confidentiality and loyalty. For further assistance and queries, you may contact the HR Manager. (Name, xxx-xxx-xxxx)
We hope you to improvise on your actions and bring some positive change,
A contract is set up between two equal parties who start a partnership on an agreement to support each other for their respective businesses. This term of the contract is has a specified termination point, but it may end before if one of the parties’ demands or requirements remain unfulfilled by their partner or vice-versa and therefore, a letter settles down the situation. Here is a sample format:
Termination letter for Contractor
P.O. Box 399 4275 Amet Street
West Allis NC 36734
Ap #310-1678 Ut Av.
Santa Barbara MT 88317
Dear Ivor Delgado,
As per our contractual agreement which had been signed on (Date) valid till (Date), it regrets us to inform you that we haven’t availed the promised services for the last three months.
This can be interpreted as a breach of trust, and our company cannot tolerate this kind of carelessness despite undertaking a contract that was agreed upon mutually. Hereby, this is to notify on the termination of the contract because we can no more maintain a partnership with you.
We would request you to compensate for the loss induced on us, while we have paid our part. Kindly contact the HR Manager (Name, Contact number) to fix a meeting for the transaction.
We are thankful to you for the little service you did to us and wish you the best for your future.
Any employment termination cannot come without a cause. However, a Dismissal letter can come without a cause. The disclosure of the matter rests upon the hands of the hirer, and it depends on their own choice if they decide to stay quiet on it. Not defining the cause can be a deliberate act and can at times be affirmative without any questions. Here’s a sample of the body of the letter as such:
Sample Termination Letter without Cause
430-985 Eleifend St.
Duluth Washington 92611
1964 Facilisis Avenue
Bell Gardens Texas 87065
Dear Zorita Anderson,
It regrets us to inform you that with effect from (Date), your employment in our company shall be terminated. The decision has been made by our headboard of directors, and the decision is irreversible.
You shall be receiving your final paycheck by the end of the month. You will also be receiving a severance payment on signing the claims documents which have been attached to this letter. Kindly go through and contact to submit the documents. Your health care benefits shall prevail for the next 60 days.
You are expected to return your office equipment including your keys, ID, and laptop as soon as possible within this week. Questions regarding compensation can be taken to HRM (Name, Contact).
We wish you the best for your future,
Termination letter for Poor Performance
Ap #287-3260 Ut St.
Wilmington OR 05182
481-8762 Nulla Street
Dearborn OR 62401
Dear Dante Bennett,
This is to inform you that your employment with (Company name) has been terminated instead of your low performance despite repeated warnings. The termination shall take effect immediately.
It regrets us to inform that despite repeated trial and errors, your performance reports have shown no improvements since the past four months and the standards of the company cannot allow for such a performance anymore. You might refer to your reviews and comments in your performance file which is utterly ignored by you.
Kindly return your office access card to the security. The company owned the end of the week should also return the laptop and car.
You will be receiving your final paycheck at the end of the month and severance pay on the signing of the claims documents. Since your work tenure hasn't reached six months, you stand ineligible for health benefits henceforth.
Kindly send for the signed documents — contact (Name, Contact number) with regards to any queries you might have.
Our company wishes you luck for your future,
Termination Letter for Attendance
2136 Adipiscing Av.
Lima RI 93490
Ap #247-5577 Tincidunt St.
Corpus Christi WI 97020
Dear Emerson Espinoza,
This is to inform you that we can no more continue to enlist you as an employee due to your repeatedly low attendance in office since the last month. The termination period shall begin from (Date).
A huge attendance gap has been noticed in your record since (Date) to (Date). You have taken twelve unannounced leaves in 30 days. The records are attached for your reference.
You will be receiving your final paycheck with penalty deduction by the end of the month. While health and property benefits shall prevail for 60 days, all other services shall end immediately.
You are requested to submit your office ID, laptop and car to the security counter by the end of the day. Kindly go through these claim documents to close up your relationship with our company.
We hope you luck for your future,
This letter is written to a goods-supplying vendor working under a separately owned property under a signed contract. The termination of the deal can arise due to various reasons such as discrepancies in the supplied goods, or delay in the goods provided of violence of any code of conduct. Here is a sample of the termination for the same:
Termination Letter for a Vendor
Ap #481-7473 Cum Rd.
Yorba Linda South Carolina 28423
Ap #146-3132 Cras Rd.
Kingsport NH 56618
Dear Aaron Trujillo,
This is to inform you that your recent services have gravely disappointed us and e wish to terminate our contract with effect from (Date).
We would prefer not to have any further discussion on this since the decision has been made pragmatically and is irreversible. We have already incurred huge losses and would urgently demand you to clear all the monetary settlements before the given date. Also, note that we expect you to empty our premises before that.
Hoping you best,
Dismissal Letters are often written by the Principal of the school for a particularly extreme offense by a student or a teacher. School as a center of learning and responsibility towards the community has to be accountable for several actions performed on the campus. A dismissal letter is sent if such misconduct is too grave for tolerance. Following is dismissal letter sample from a principal to a teacher for being irregular in school:
Dismissal Letter sample for School
Ap #481-7473 Cum Rd.
Yorba Linda South Carolina 28423
Ap #146-3132 Cras Rd.
Kingsport NH 56618
Dear Aaron Trujillo,
This is to inform you that you have been dismissed as a teacher in our school based on your gross irregularity in school. Your job as a teacher in this school shall terminate on (date).
Since the past semester, we have been noticing that you have failed to submit almost every marksheet on time and this, in turn, creates a lot of problems with the consequent processes. Moreover, you are also short on your attendance by 25%, and we consider it to be very irresponsible to the children who rely on your for their syllabi.
Based on the previous feedback of the students, you have been admired for your knowledge, but your irregular pattern of teaching has not been beneficial for the students. We hope you understand our decision and improvise on your methods for the same. Please coordinate in returning the files and records of students by the end of the week.
You shall receive your final payment by the end of the month. We hope you best for your future,
Termination Letter Template in PDF & Word [Doc.] Format
Termination Letter Template in PDF Format
Termination Letter Template in Word [Doc.] Format
As noticed from the examples above, the format of the dismissal letter is a dynamic one and varies for different institutions based on their policies and ideals. Not only the institution, but it is also dependant on the city and location of the company. The legal setup varies from place to place, and therefore, the reasons also vary under similar circumstances. These laws and guidelines should be followed while writing a letter. The nature of such a letter is often very urgent, but these are minute looking for issues that can go on to make a big impact on the reputation of an institution. Moreover, it should be taken care of that they are often said from a distance of practicality rather than personal relationships involved. In such a business, it’s the community that comes first before the individual.