Employers Rights Legal

Terminating an employee? Here's what you must consider before firing.

Writing a termination letter can be difficult. I’ve put together a couple of samples of termination letters for you to pick from. I have written the first sample termination letter in a more conversational tone, which could be better for large layoffs or going out of business. The second termination letter sample is more flexible for addressing all kinds of terminations.

When writing a letter of termination it is important to be straight to the point

Sample Termination Letter #1
Layoffs, Downsizing, or Going Out of Business
In this sample termination letter, the tone is slightly more familiar. Since the employee did not do anything to bring about their termination, the idea is to not blame the employee. Since this is just a sample termination letter, you should change it for your business circumstances.

Dear [employee name],

We at [company name] regret to tell you that starting [date] we will no longer need your services. Because of recent loss of profits, we have cut your position. [Company Name] praises you for your hard work, loyalty and dedication while employed at [Company Name]. However, because of the local and national business climate, we have no other choice except job elimination.

Please contact your HR representative if you have any further questions and we wish you well in all of your future endeavors.

Sincerely,

[Company Name]

Sample Termination Letter #2

This sample termination letter fits best for hourly or at-will employees. Since the employee has done something to warrant their dismissal, there is not much need to make the employee feel better about their circumstances. The idea of this sample termination letter is to make it easy for any member of your management team to fill out. Make sure you check off the termination reason and there is room for management to give a full account of the incident that led to the termination.

Date______________________

Employee Name____________________

This letter is to document terminating employee _______________. Because of the employee’s actions, we have no choice but to sever ties with [employee name] beginning 00/00/0000.

We have terminated the employee for:

Insubordination: _____
Violation of handbook guidelines: _____
Truancy: _____
Theft: ______
Repeated misconduct: _____
Destruction of Company Property_____
Physical Assault of Co-Worker/Client: ______
Use of controlled or illegal substance on the job: _____

More Comments from Management:
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

Employee Signature _______________________________ Date: ___/___/_____
Employee Name (printed)___________________________ Date:___/___/_____

Management Signature ___________________________ Date:___/___/_____
Management Name (printed)_______________________ Date:___/___/_____

Witness Signature _______________________________ Date:___/___/_____
Witness Name (printed)___________________________ Date:___/___/_____

Use these sample termination letters as a guideline for drawing up termination letters for your company. Since every company is different, you may want to alter the sample termination letters to fit your company or industry. And have your attorney review them before using the letters in a termination.

By having copies of the termination letters, it will be one less worry when having to terminate an employee.