Termination of Employment Letter

A termination of employment letter serves as formal, written confirmation that an employee is to be let go by a particular organisation. This type of letter should always include details of the reason for termination as well as specific details of the termination and what the employee should do to prepare for it. Information about an employee's ability to appeal the termination should also be included as should directions for the employee to acknowledge the letter. Due to the nature of these letters they should always be formatted as formal business communications.

Reason for Termination

Most employment contracts are terminated for one of three reasons, illegal actions or misconduct against organisational policy, poor performance in regards to a particular position or due to redundancies in an organisation. Whichever reason is relevant should be included in a termination of employment letter, as well as details describing any prior warnings pertaining to this reason. If the termination is the result of a particular incident or event then the facts of this incident or event should be included as well.

Details of the Termination

Termination of employment letters should also include specific details of a particular termination. The date from which termination will be effective, details of holiday pay, final pay, pension and benefits should all be included in this kind of letter. If there will be any type of redundancy package then the terms of the package should be included as well. Also, information on what the employee should do to prepare for termination, such as administrative requirements, the return of company property and/or arrangements for their current work, should be included in a termination of employment letter unless they will be sent as a separate memo in the future.

Employee Appeal of Termination

If, according to organisational policy or the law, an employee has the right to appeal his or her termination then this detail should be included in a termination of employment letter. Alternatively, the letter should include a notice that the employee has the right to appeal his or her termination and then include details of where (s)he can obtain further information on conducting such an appeal.

Acknowledgement of Termination

A termination of employment letter should always include instructions on how the employee should acknowledge the letter and notification of termination. Often this includes signing the letter and an attached copy and returning one to a representative of the organisation. The date by which acknowledgement is required should be clear in the letter as well.

Formal Format of a Termination of Employment Letter

Termination of employment letters should be formatted formally. The name and job title of both the writer and recipient should be included and formal salutations and closings should be employed. These letters should be typed and printed on organisational letterhead. Delivery of such letters through the organisation's mail system is acceptable though they could also be sent via post or courier.

Sample of a Termination of Employment Letter

Ms. Vivian Roswell
Job Title
Organisation
Organisation Mailing Address

Date

Mr. Shane Lakewood
Job Title
Organisation
Organisation Mailing Address

Dear Mr. Lakewood,

Following your disciplinary hearing of [Date], this letter is confirmation of your termination of employment with [Organisation]. This termination will take effect on [Date].

As discussed at your disciplinary hearing, your termination is the result of misconduct and discriminatory behaviour of which you were notified in writing on [Date], [Date] and [Date]. Following each of these notifications you chose not to respond to allegations nor to enrol in any of the sponsored sensitivity seminars as offered by [Organisation]. Warnings were issued as a result of each of these incidents, on [Date], [Date] and [Date] and you did not respond to any of these warnings.

At this time you are required to write a final report on your work with each client. Please bring these reports with you at a meeting with [Person or Job Title] on [Date] at [Time]. At this meeting you will be briefed on your duties prior to termination, details finalising your pay, holidays and pension and your options for appealing this termination. Notes of this meeting will be taken and forwarded to you immediately.

Please contact me at [Telephone or Email Address] to confirm receipt of this letter and attendance on [Date] at [Time].

Yours sincerely,

_____________
Ms. Vivian Roswell
Job Title