A termination letter informs an employee they have been fired and should state the reasons. It may include details of previous incidents and the opportunity to appeal. A well-written letter should communicate important information and be printed on company letterhead.
A termination letter is a document that an employee receives from his employer. Inform the employee that she was fired and she should state the reasons. It may include information about previous incidents that contributed to this decision. If the employee has the opportunity to appeal his termination, this must be communicated.
Employers generally issue a termination letter as a formality to help narrow down claims that an employee was unfairly fired. To be effective in this role, a well-written termination letter usually goes beyond informing a person that their employment has expired. It should also communicate other important information.
The termination letter should promptly and specifically inform a person of why his or her employment was terminated. If a person is fired for smoking outside the designated area, there should be no doubt that this is the reason. In addition to employee action, many writers will state the policy has been violated and inform the recipient where he can revise this policy if he so desires. For example, the termination letter might say, “This decision was made in accordance with the company’s late-breaking policy, which you can review on page 11 of the employee handbook.”
When this document may be issued by an employer is usually determined by a company’s disciplinary policy, so it can vary from company to company. An employee will generally only receive a termination letter after other disciplinary measures have already been taken. There may be cases, however, where a person’s actions warrant immediate dismissal.
If other actions have been taken, it is common for these to be listed in detail. Within the body of the termination letter, the writer will likely state the date and type of discipline that was employed. It is likely that the causes that prompted these actions are also specifically listed. If the employee made promises, agreements or acknowledged that her job was in jeopardy if she acted a certain way in the future, he is likely to be reminded.
In some cases, the termination communicated in a termination letter is not absolute and final. There may be an opportunity for the recipient to appeal. If so, the manner and time frame in which this is to be done shall be communicated. For the sake of professionalism and to avoid the document being taken as a joke, it is best if it is printed on a company letterhead and contains the name and position of the person who wrote it.
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