How to Write a Termination Letter?
Letters or Emails of Termination
In today’s economy there are more reasons for letting an employee go than just poor performance. The world went through the age of ‘recession’ just recently and is still facing the after effects which made most employers to do ‘outsourcing’ since they didn’t have enough business and profits to support their employees.
Firing your subordinate or writing a termination letter is no doubt hard but one has to do it at some point in life. Here is how to do it without being a tormenter.
Procedure to Follow Before Delivering a Termination Letter or Email
Before deciding to write a termination letter, talk to your employee and tell him that in light of his ignorance to the previously issued warning letters (or whatever the reason being) its in the interest of the company to let go of him but you would like him to submit a resignation letter so that there is no record of termination. If the employee disagrees, only then write a termination letter.
Beginning a Termination Letter
Opening sentences
Begin the termination letter with the bad news in just a sentence e.g. ‘As an outcome of our conversation held on (write down the date) the (name of the firm) company has decided to issue a termination letter effective on (the date again)’ or it could be something like ‘we regretfully inform you that your services are no longer needed/or cannot be afforded at ABC company.’
State the reasons
State the history of the reasons which led to the termination. Be honest and clear. The reasons better be strong and give examples if you have to.
Request for company-belongings
Ask the employee to return the things that are company’s property by certain decided date e.g. cars, credit cards, cell phones etc.
Notice of period
Give him/her proper time which is mostly two weeks during which he/she can stay or can take paid holidays.
Letter of recommendation
Offer your employee a letter of recommendation or a reference letter if the reasons are other than poor performance. Have it ready for him/her the day you meet next.
Tone of address
Avoid using a negative tone instead show your concern regarding employee’s future. But at the same time be assertive, specific and honest.
Stationary used
Use the proper letter head and put your signatures at the end. Make copies for the record.
