How to write a termination letter
Noone enjoys the firing process, but sometimes you just can’t avoid it.
Your disciplinary processes should make it easier—and by this point, the employee should have had some warning that a termination may be on its way.
Top tip: Discuss the termination in person before sending the employee the official ‘termination of employment’ letter.
Tone and compliance are key in this letter, as is closing your relationship on a high (except if you’re terminating them for cause). Remember, a quality termination letter helps reduce risk of lawsuits.
So, here are some pointers:
- Consult a lawyer: You need to know you’re legally allowed to terminate this employee before you go ahead and make sure you’ve followed all the rules.
- Figure out the deets: Termination is all about the detail. Decide on the last day of employment with their manager or head of department.
- Get your paperwork straight: Make sure you have all your policies up to date and available so you can remind the employee in your termination letter.
- Use our template: Our termination letter is available as a guide, but be mindful of the tone in your final version. Be firm but fair, and ask a colleague for help if you’re unsure.
Termination Letter Template
We’re sorry to let you know your term of employment with us will end as of [date]. Please consider this date as your last day of work. As discussed, we believe this is the best decision because of [reason for termination]. [This is the final step in our disciplinary process/ a decision we made after the end of your Performance Improvement Plan launched on _date_.]
Please return any of the company’s material, documents or equipment you’ve used during your contract to the HR office. As with all employees, you are bound by our confidentiality and data protection policies.
You are entitled to your salary and [benefits, etc.] up until the termination date, and we’ll also compensate you for your remaining vacation days. Your severance pay is [amount]. [Please look out for a separate compensation letter with full details.]
Please keep in mind that you have signed a non-compete, non-solicitation and non-disclosure agreement. If you have any information about our customers, employees or other stakeholders stored on paper or on your personal devices, you must delete it immediately.
Feel free to reach out if you have questions or need clarification for up to [five] working days after your last day of employment.
Good luck in the future.
[Your name and signature]
Disclaimer: This Termination Letter is a guideline only. It doesn’t take into account all relevant local, state or federal laws and does not constitute a legal document. Neither the author nor breezy.hr will assume any legal liability that may arise from the use of this letter. We always recommend checking in with qualified counsel before sending.