Employment Termination Letter

Employment Termination is not a pleasant thing to do. No boss finds it enjoyable to fire a candidate. Nevertheless, employer has to terminate a staff member for various purposes. There are plenty of reasons that range from improper work etiquettes to severe mistakes. No matter you like the person or not, he may be worthless at its best, or has bad relation with peers, still you cannot just throw the Termination Letter like a slap on his face and order him to get out. There are some business etiquettes that everybody has to follow. You should maintain the dignity of the organization. Therefore, it is essential to send a Termination Letter with proper mannerism. While writing the letter, you need to pay respect to the receiver.

A Termination Letter should be short and brief. You need not describe the unruly nature of the employee in your letter. Rather focus on the main reasons for which you are letting him go out of your company. You are writing a formal letter and not a creative one, therefore be particular while drafting the letter.

Termination Letter Lay Out

You must write such letters on a stamped paper that carries your organization's logo. At first, mention the bad news that you are terminating the candidate from his responsibility, and state the reason for termination. Here it is important to mention the employee code of the person while addressing him.

Thereafter in the second paragraph, announce all full and final settlements that the company owed to the employee for his service. These include payment of the services until the period and the benefits of the paid leave, if the worker had any. The authority can demand him to return all the office materials that were given to him for shouldering his responsibilities.

Towards the end, the employer can show his best wishes for the candidate, by giving him best of luck for future accomplishments.

Example on Employment Termination Letter

Thomas B. Friese
Mtech Technology
2864 Irish Lane
La Crosse, WI 5460
United States
Contact No.: 6654-6678-2232
E Mail Id: tbf@smail.com

To,
Leonardo T. Hamlin
2487 Willow Greene Drive
Troy, AL 36079
United States
Contact No.: 7865-4567-2345
E Mail Id: leh@dmail.com

Dear Mr. Hamlin,( Employee Code:0985619)

I regret to inform you that your association with "Mtech Technology" has been terminated from 4 June 2011, due to your disobedience. This is a unique decision taken by the Board of Directors.

In spite of giving several notices, you are violating the rules and regulations of the company. You are marked absent for more than a month without informing the authority. You showed disrespect to your seniors and argued with them for your mistake. During your occupancy, you came and left office as you wished. Besides, your poor performance has forced the management to terminate you from the respected position of Civil Engineer.

Your full and final settlement regarding salary and paid leaves will be done along with the relieving letter. Therefore, you will not be associated with MTech Technology after the mentioned date. You are ordered to return the company swipe card and other official materials that were given at the time of joining. Our HR Mr.Jackson will be available, to whom you can return all the official belongings.

For your Provident Fund account, you can apply to get back the money yourself, as the company is not responsible for this. Likewise, I would like to suggest you to plan for your insurance policy, as you would not be able to avail any plan under the organization's strategy.

Wish you all the best for your future goal.

Respectfully,

Thomas B. Friese

Thus, an Employment Termination Letter allows an employee to go out of the firm for any untoward behavior by him. This is just an example. However, according to the policy or terms of the organization, you can prepare your Employment Termination Letter. Remember that the decision of firing an employee is a confidential one, and you should not disclose this in front of others in the organization, except the employee, who is terminated. At the end of such letter, never forget to give the sign of the senior officer who holds the power of termination. Also, you can look Termination Letter For Misconduct and Termination Letter For Non Performance for samples of letters.