Work Termination Letter Format: Termination Letter Samples, Letter of Termination Examples, Kinds of Termination Letters and Termination Letter Templates

We’ll start off by telling you what a termination letter is; a termination letter is a type of letter which is used to terminate employees working from an organization, due to bad performance, ineptitude, bad conduct, retrenchment or some other cause. The letter of termination can also be used to end any contract of agreement.

Following are the types of letters of termination with samples, formats, and templates:

#1 Termination Letters for Workplace

This termination letter is an integral aspect of the termination procedure for a job post, contract or agreement. It shares the specifics of the final meeting & informs the worker or partner when their work at the organization ends or their contract ends. When we mention specifics it refers to the details like your last salary/wage cheque, employee compensation & benefits, the date of termination, & a request for the employee to notify the company of any adjustments to their address to make sure that they get all the necessary documents for the year ended.

Until submitting the termination letter, ensure that you have met your employee. For a seamless termination procedure, the termination meeting is important because it gives the employee & employer the chance to share their opinions & worries in a civil way. Meeting with your worker is a good way to conclude the employment association in a generous & friendly manner. A meeting will aid your company to dodge any possible legal action taken by the employee for prejudice or discrimination or any other allegations.

For different worker termination circumstances, the below letter templates will facilitate you in writing them. The Termination letter for Workplace Sample, format and templates are available for use at the end of this article for free download.

Letter for Termination of Cause Sample # 2

The situation that leads to the termination of the worker’s job: In this sample, the employee can’t seem to adapt to the work required for him to do. This example has been created because this sort of termination was frequently asked about. 

We got plenty of questions like positions being considerably changed in certain departments due to technological changes & requiring a completely different set of skills to work with. The problem that some companies faced with their employees was that even after months of giving training to their employees a few of them could not learn & mold themselves to the transition. Even after changing the company’s approach to training, the employees could not learn. So the question was, “Could the company terminate the employee(s)?”

So the answer to this question is yes. When an employer has tried everything in his hands to make a transition easy for an employee, the company can certainly terminate the individual. However, if the employee fairly tried to adjust to the new skill then your company can think about giving him/her severance pay. 

Ultimately, your employee was working fine before the changes were made to the company. Acquiring the skill was something the employee could not do. It is necessary that before you terminate the employee you consult your lawyer so he can provide you with the proper documents of proof that you left no stone unturned to aid in the employee’s transition. 

You must remain mindful that your actions while terminating can set an example for your company which is why a lawyer will deem to be significant. 

Here’s the example for a termination of the employee who could not adapt to changes:

Letter of Termination for a Reason

Date xx-xx-xxxx,
Mr. Michael Weber,
2020 Street,
Dallas, Texas 7543,
555 Main rd.
Downtown County 8900

Subject: Letter of Termination of Work

Dear Mr. Michael, 

We regret to inform you that from this date onwards i.e. 11th March 2020, your contract with XYZ company employee is terminated. This letter is a follow-up to confirmation for our discussion at the meeting today & your termination is effective immediately. 

Notwithstanding the year we dedicated to prepare, train, & mentor you, you could not make a change in the direction we expected you to.     

Since your employment with XYZ Company has been for four years you will be given four weeks’ severance pay. You will receive the payment as soon as you have signed & returned the enclosed release of claims documents & the company has waited the legal amount of days for you to change your mind. Our company will proceed to provide your health insurance at the end of the month. 

Moreover, your accrued Paid Time off (PTO) payment will be added to your final cheque from us which will be deposited on a conventional day, Monday. It can be collected at our reception desk or mailed to your address, the choice is yours. Let us know.        

The status of your benefit upon termination can be determined by a separate letter of benefits. Your letter will contain information about your ability to maintain your group health benefits under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Your identification swiping pass, office key & the laptop & mobile provided by the organization were already given to us at the closing meeting.

You must ensure to keep the organization updated about your contact details so that we are able to provide you with documentation including your W-2 form & COBRA follow up in the future.

In case you would like us to provide potential employers with your information sign up on the form attached & return it to us. The attached form will give us your permission to disclose your information with hiring companies. 

Please inform us if we can provide you with assistance during your transition or if you have any queries. 

Regards,
Name of the HR representative or the CEO. 

#2 Simple Termination Letter

Within a basic termination letter, as an employer dismisses a worker, the particulars of why they’re being fired are mentioned & this letter also offers valid proof for the workers’ records for documentation. The termination letter provides crucial employee details, including whatever happened at the termination meeting, worker benefits & compensation, & the last salary cheque.

This type of job termination letter is the most frequently used in most cases. The Simple Termination letter Sample, format and templates are available for use at the end of this article for free download.

When firing an employee, employers will want to write a termination letter. The termination letter outlines the dismissal specifics & encapsulates the facts the now-fired employee will be required to remember.

Having the position of being an employer, you’ll be required to keep a copy of the termination letter in the former employee’s work file so you can keep a record that can prove to aid in the future. Such documents are very convenient when the dismissed employee tries to be rehired in another position, files for compensation or files a complaint against your company which is a rare case but does not mean it can’t occur. 

You’ll like your legal boxes ticked diligently. In certain instances of termination of employment, you’ll want to contact your counsel if you anticipate the termination of the employee to become messy, or irregular. Discuss the details with your own counsel, so that you decide about what conditions need attention. 

The following sample of a termination letter is the easiest, most straightforward termination letter form. In most cases, you can use this termination letter when you dismiss an employee. This will be written on business stationery & simply be turned in to the employee at the termination meeting, or delivered to the identified address of the employee with a required & signed return receipt.

This basic termination letter doesn’t tell why the individual is being terminated.

When terminating an employee, the supervisor must maintain the recorded history of the individual, sessions of training attempts to help the employee progress, the level of the success of an employee on a Performance Improvement Plan, & all other evidence that the employer has sought to avoid termination as an end result for the former employee.   

For normal situations, a termination meeting with the individual will be arranged by the boss or superior & an HR official. The letter of termination sums up what was said during the session.

Simple Termination Letter Format and Sample # 1

Here you can have a look at the sample of termination letter: (Termination Letter formatted Word file available for download at the end of the article) 

Eva George,
Xxx Business Rd.,
Business City, NY, 67890,
Phone • 222-222-2222 •,
eva.george@email.com.

March 11, 2021

Mr. Josh Oliver,
9th Street,
East Village, Manhattan 40702.

Subject: Letter of Termination

Dear Josh,

This letter is to follow up on our discussion from our meeting today that your employment with Cardiff Organization is terminated immediately in effect. 

Since your employment with Cardiff Organization has been less than one year you will be given two weeks’ severance pay. You will receive the payment as soon as you have signed & returned the enclosed release of claims documents. 

Moreover, your accrued Paid Time off (PTO) payment will be added to your final cheque from us which will be deposited on a conventional day, Monday. It can be collected at our reception desk or mailed to your address, the choice is yours. Let us know.        

The status of your benefit upon termination can be determined by a separate letter of benefits. Your letter will contain information about your ability to maintain your group health benefits under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Your identification swiping pass, office key, & the laptop & mobile provided by the organization were already given to us at the closing meeting.

You must ensure to keep the organization updated about your contact details so that we are able to provide you with documentation including your W-2 form & COBRA follow up in the future.

Please inform us if we can provide you with assistance during your transition.

Regards,
Eva George,
Manager, Human Resources.

Note: The laws concerning the last paycheck might differ from country to country.
Note: The last paycheck, accruals of PTO, holidays or private day’s laws may be different around the globe. 

Disclaimer: It is important to keep in mind that the above-mentioned information isn’t confirmed to be a hundred percent correct as every country or state have laws of their own. However, it is reliable information. This content is created generally to be read by everyone around the globe. It is obvious that employment laws around the globe can be different from each other. It is necessary to confide in an attorney or your company lawyer to become aware of the laws of your state before you terminate an employee. This content is to provide you with general guidance, insights & support.