Termination Letter Sample

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Termination Letter Sample

Looking for termination letter sample to get rid of a trouble maker in your company? The following article will give you some samples that will help you professionally fire an employee from his job.

Terminating someone from his/her job is never easy and not a pleasant task at all. Many times, the only solution to a problem is terminating a staff member. If your HR department follows all rules and maintains proper documentation, the termination procedure takes place quickly without any bad blood between the employee and the company.

Before you hand over a termination letter to your employee, you should make sure the person is aware of the reasons for receiving this letter. You should be sure that the reasons that made you take the decision were fair and reasonable and not based on rumors and secondhand information. Also, the person should be treated just like any other employee and not just someone who is being picked on by someone with authority.

In most cases, an employee is fired or laid off from the job in a verbal conversation. However, he/she has to be given a written letter that states termination of the job. The terminating letter format should be short and cordial. It needs to be factual, empathetic and forthright. The tone of the letter should uphold the dignity of the employee, even if matters are out of hand. The termination letter should be based on the lines of company policy and procedures. The entire process of termination should be conducted privately, firmly and directly. You can base your letter writing skills on the following termination letter format.

Format for Termination Letter


Dear Name of Employee,

Concurrent with our meeting regarding your employment status on (give date), I regret to inform you that your employment with (name of company) is terminated beginning (date)/or immediately.
Discussed in our meeting are the following reasons why employment with our company is terminated:

  • List the reasons for firing the employee. Make bullet points to clarify each reason.
  • Repeat the details of previous meetings with the employee on his or her behavior.
  • List the number of employee warning forms or memos the worker received.
  • Do not forget to include the agenda where you discussed possibility of termination if the inappropriate behavior of the employee continues in previous meetings.

As of the date of your termination, it is essential that you, (state anything that needs to be done before termination, such as the return of a company car, returning any company equipment or materials the employee may have at home.) You can also specify any other administrative paperwork the employee needs to complete, such as daily allowance receipts for travel or expenses the company needs to pay the employee.

Your final day of work will be (date) and it is expected that you fulfill this entire period as stated in your employee contract (or noted verbally). Regarding your finances (state how you will give the employee’s final paycheck. Also include if the employee is entitled to receive any benefits, when those benefits will end and if there is a severance package or remaining holiday pay).

Legalities (Repeat any verbal discussions that we had about terms and conditions, such as a nondisclosure. It is also important to remind the employee that they can appeal the decision for termination).

Thank you for your time at our company and best of luck to you in the future.


(Name of Employer or HR manager)

Attachment: (warning forms, nondisclosure agreements, severance package information, holiday pay details, and a final paycheck if possible.)

Termination Letter Example #1

John Brown
Park Avenue
New York, 555000

Date: 2nd February 2010

Dear John Brown, (Employee Code # 009876543)

We regret to inform you that your employment with Prism Consultants shall be terminated on February 5th, 2010, for the following reasons:

  • Conduct
  • Safety
  • Absenteeism
  • Disobedience
  • Carelessness
  • Below standard work
  • Housekeeping
  • Other: If any

Severance payments shall be made in accordance with company policy. I recommend that you begin to plan for your future insurance needs because the firm shall not maintain insurance coverage for you beyond the date of termination.

Please arrange to return any company property that is in your possession. Mr. Perry Thomson, HR Manager, is available to speak with you about these, and any other details or questions regarding this termination.

Although we regret the situation, this act is compulsory. Prism Consultants wishes the best of future employment endeavors.


Fred Stones
Area Manager

cc: P. Thomson, Human Resources

Termination Letter Example #2

John Brown
Park Avenue
New York, 555000

Date: 2nd February 2012

Dear John Brown, (Employee Code # 009876543)

It is my unfortunate duty to inform you that after three counseling sessions with company HR department and three written memos about your poor work ethics, the management has decided to terminate your employment with the company, effective immediately. We have observed that there has not been an acceptable improvement in your work as well as behavior. As discussed on 02 January 2012, you had to improve your work quality by 02 February 2012, in order to continue employment with this organization. Ansol Corp. has tried to help you develop your work skills as well as improve your professional behavior. However, you have failed to give satisfactory performance in the position you were hired as well as improve your behavior with your seniors as well as subordinates.

Please return all company property to the security office including your employee access badge. The HR Department will provide you with all the information which includes details on a severance package and your final paycheck.

Thanks and Regards,

Company Officer Name
Company Name
CC: Employees file

An employee termination letter should always be given on corporate letterhead. You can draft a termination letter according to your company’s policies and requirements. The termination letter samples in this Workspirited article are provided for guidance only. Please do edit your official correspondences as per your company rules and regulations.

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