Writing a termination letter may be the hardest thing to do for you – or all in a day’s work. But termination letters need to be written following a certain protocol. If you are in a position where you have the right to decide if someone needs to be terminated, you need to be able to inform the person in a proper manner – through a termination letter.
Termination letters are written based on the following:
• Reason why an employee is being terminated
• Details of situation / circumstances that forced you to terminate him
• Information on any dues that the terminated employee is owed and ways of obtaining them
It is important for termination letters to be straightforward and polite despite the circumstances. Even if the employee has embezzled money from the company, you cannot lose your cool and write nasty things in a termination letter. Keep your cool and write a termination letter that says it all without being nasty or rude.
Your letter should be very direct. Each detail should be meticulously mentioned. Keep it short and to the point. Here is how you can do this.
239 Elm Street
Sumter, SC 01937
Tel: (888) 888-8888
September 16, 2015
938 Oak Lane
Sumter, SC 77103
Dear Mr. Pole:
This letter is being written to you to inform you that your services as a marketing manager at Crossmark have been terminated, effective immediately.
Due to a number of complaints against you (from customers and coworkers) and your inability to meet deadlines over the past 3 years, we have no choice but to ask you to leave. Since we take both our customers and employees seriously, we cannot afford having them be upset because of an employee’s misdemeanor. The complaints against you are listed below for your reference:
• Making rude and unsavory personal remarks to female coworkers and subordinates
• Being discourteous to customers looking for information on returns and exchanges
• Inability to meet marketing targets even once during the previous 36 months
Please note that Mr. Peyton Cunningham (human resources manager) is in the process of determining your dues with the company and will contact you for a pick up date, or inform you if the amount can be transferred to you electronically. You are instructed to return any information that you have on the company or its customers on an immediate basis, failing which we will have no choice but to involve the authorities.
CC: HR Manager, CEO