Sample Termination Letter
How to Fire Effectively

Sample termination letter template introduction:

We recommend that you only send this letter once you've discussed the decision in person first.

The termination letter is more of a legal formality than anything else. It protects you and it protects your organization by stating clearly the reason for the termination, date of termination and other supporting information.

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When preparing a letter of termination it is extremely important for the entire document to be free of any personal attacks, judgments, accusations, etc.

These kinds of statements can come off to third party observers (namely JURORS) as evidence of a personal vendetta. Therefore, it's best to prepare a short and concise letter stately only the plain facts of the situation.

Be completely up front in your letter as to the fact that this is an involuntary termination. Don't mince words or attempt to sugarcoat the plain truth. Just keep in mind that all statements you include in your termination letter can be used against you if the employee sues you for wrongful termination.

It is not necessary for you to include every detail leading up to the termination. Summarize, with perhaps a few keys dates of interest such as when the person was verbally warned; when he received a written warning; when she was given her final notice, etc.

It's best if you can show a pattern of negative behavior and/or performance, citing specific examples. You can also simply refer to past documents, rather than re-hash old issues in detail.

In conclusion, explain the reasons for termination clearly and remember to utilize our free example of termination letter template to keep you on track.

Using our sample termination letter template, consider why your letter should be well written and carefully prepared. Protect yourself and your company by:

• Speaking plainly without accusation or blame. Speak to only the facts and support those facts with specific examples or reference past documents that support your claim.
• While this is difficult for you, keep it mind it's probably even more difficult for the person who is about to be unemployed.

  Remain compassionate and be sensitive to their needs during this difficult process. You can show your support and professionalism by presenting the facts without personal judgments attached.

• Make certain that the termination is not a major surprise. If you are effectively communication with this employee in your coaching meetings and various counseling sessions, the employee should have a fairly good idea of what's coming.

  After a verbal warning, written warning and final warning, the employee shouldn't be too surprised to learn of a termination - provided their performance and/or behavior hasn't drastically improved along the way.

• Keep the conversation on a professional level. Leave out personal feelings or emotions of remorse or pity. This doesn't help you or the person being terminated.

  Simply be respectful, caring and understanding that this individual is now faced with moving on. Do your best to wish them well and let the person no that there are no hard feelings.

Remember, in the end there is only so much that you can control. As the person carrying out the termination, you can control the timing, the environment and how you deliver the message - BUT, you cannot control how it will be received or reacted to.

Focus your efforts on what you can control, like using our sample termination letter. Worrying about how others will react will never do you any good, so why invest the time to worry?

In most cases when a termination is necessary, if the communication has been consistent along the way, the employee won't be surprised. In fact, he probably has plans to move on given his assumption that the termination is about to take place.

Receive your free sample termination letter template, PLUS many more business letter templates by requesting our Business Letter Writing Tool. Remember that you only need to download once. All of the various business letter templates are included in a single pdf file for your convenience.

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