How to write a Termination Letter

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How to write a Termination Letter

How to Write a Termination Letter

Writing a termination letter is a difficult task especially if it is your first time. This is because of the unpleasantness associated with. On the part of the employee, Nobody likes to be ‘On receiving end’ even when they are at fault. It can be an extremely embarrassing situation for the recipient. At times we have no choice but to enforce the implementation of the letter even when we have warned the recipient. We are also worried as to how the recipient will take the resignation; people have been known to commit suicide upon being fired. It also happens that we are tired and angry at certain employee for his irresponsible and unresponsive conduct. There is lot of anger in us and we want to lash it out on the recipient. Considering the mentioned factors we provide you a guide which will help you write an ideal termination letter. The formats may vary but the content is almost always similar.

Termination Letter Formats

Termination Letter Writing Tips

 

Termination Letter Formats


Job Termination Letter Format

Organisation Letterhead
OR
Your NameTermination Letter Header

Your Address (can be positioned to the left, right or centre)

Title – Letter of Termination

Date (can be positioned to the left, right or centre, before/after or at the start)

Recipient's Name (specific official or person) 

Recipient’s Address

 

Dear Recipient (Salutation)Termination Letter Body

1st Paragraph - introductory lines regarding the Termination

2nd Paragraph – Details of the Termination including reasons etc.

3rd Paragraph – Remuneration, assistance for post-termination etc.

 

 

Subscription - Thanking you, yours sincerely etc.Termination Letter Closing

Your Signature

Your Typed First Name Last Name

Your Designation

Your Contact

Encl: (optional) stands for ‘Enclosure’ i.e. any accompanying document

CC: (as required) Forwarded to multi-receivers

 

Contract Termination Letter Format

Organisation Letterhead
ORRetirement Letter Header
Your Name

Your Address (can be positioned to the left, right or centre)

Title – Letter of Termination

Date (can be positioned to the left, right or centre, before/after or at the start)

Recipient's Name (specific official or person) 

Recipient’s Address

 

Dear Recipient (Salutation)Termination Letter Body

1st Paragraph - introductory lines regarding the Termination

2nd Paragraph – Details of the Termination including reasons etc.

3rd Paragraph – Remuneration, assistance for post-termination etc.

 

 

Subscription - Thanking you, yours sincerely etc.Termination Letter Closing

Your Signature

Your Typed First Name Last Name

Your Designation

Your Contact

Encl: (optional) stands for ‘Enclosure’ i.e. any accompanying document

CC: (as required) Forwarded to multi-receivers

 

Termination Letter Writing Tips
  • Ensure the righteousness of Termination – We may have all the reasons to terminate a contract or employment but are we aware of the proper procedure? and do we have the laws supporting it? Sometimes the company policies need to be updated or reformed. Termination at a time when policy haul-up has not been initiated; it can leave loopholes in favour of the employee. So, make sure that you are aware of all the details of termination. Review your decision – is it fair by all means? Is it in tandem with law, employment policies etc.? Termination letter should be delivered only when you have ensured all the supporting steps have been taken care of. If you are not sure, you can consult an expert on employment laws to ensure the most appropriate action.
  • Drafting – Drafting is the initial process of starting a termination letter. Pour out your frustration, anger, rage and whatever emotions you are able to gather. This is especially, the case in writing a termination letter to a disobedient employee. It doesn’t matter if you come up with good or bad experiences. You may come up with more than one draft, you may like the latest draft or you may want certain portions from certain drafts. You can do all this here because it is a draft. When you have written the draft or drafts read them and take out the essential parts. Remove emotional outbursts and hurting words.
  • Brief and to the point – Termination letters should be concise and straightforward but not blunt. When you don’t have to provide a reason for termination, the letter is even more compact. A contract termination mentions the main points and leaves the other details for enclosures. Even when you have to cite a reason or reasons for termination, you just need to point out and reference the reasons. You don’t need to go into details of ‘What, When, Why and How’? State only the important facts like the date of termination and acknowledgement of following the stated contracts guidelines for termination. You can also give examples to clear out the reason for termination and prevent any misunderstanding.
  • Be Sensitive but not Emotional – A termination letter requires formal writing and not creative writing. First timers may feel tempted to give the best presentation of a termination letter. One may get personal or emotional while doing so whereas it is a business decision. You need to offer a sensitive approach and not an emotional one. Using emotional language can lead you to entanglement in your own web. The recipient can use your emotions towards his own benefit, even when you don’t want to or even when you know it. Express the facts and wish the best.
  • Be Polite – Be gentle in your tone by using polite language. Even when you are angry at the offending party, you have to be polite. This needs to be done for two reasons, one you may never know when you may require the guilty party, second - you don’t need a lawsuit filed against you owing to verbal abuse, emotional trauma etc. So contain your harsh words to the drafting portion.
  • Positive Approach – Positiveness in a termination letter can be shown through various ways. The first and foremost factor is to make the employee / organisations realise and accept his/their mistakes. Inform them that it is the right thing and that the organisation doesn’t have any grudge, has not been influenced, racially motivated or motivated by factors other than the mentioned one's. To show your fairness inform the concerned about their right to appeal against the termination and point out that if they do so it would be useless as the matter has been thoroughly consulted with experts and the outcome is same as the one presented. Be factual and show records which are easy to understand. Provide the minimum statutory notice periods and remuneration. Thank the concerned and wish them luck for their future.
  • Always use Letterhead – Termination letter is an official document related to the affairs of the company. Thus, a Letterhead becomes mandatory. Letterhead shows the official status of the letter.
  • Proofreading – Check for - awkward phrases, grammatical errors, incomplete sentences and spelling mistakes. But most of all make sure that the facts are provided in the most appropriate manner. This is the final step; the draft will be reviewed and revised before it acquires a proper form. Read it aloud to yourself to figure out mistakes which are missed out in writing.
  • Attach essential Documents – Some terminations may require certain documents to be attached; these can be the photocopies of documents like agreements, hard copies of email received, earlier correspondence, receipts etc. Keep original copies of all your letters, faxes, e-mails and other related documents with you.