How To Write A Termination Letter

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Letting people go is never an easy task. But during some point in a supervisor's career, you will eventually have to do the unpleasant job of writing a termination letter.

Termination letters are legal documents that state in writing why an employee is being fired. Letters of termination usually are a result of poor performance, company policies being broken or multiple probations that did not result in improvements.

When writing your next termination letter, you should:


1. Plan ahead

If you are firing an employee based on performance, it is best to keep a record of things you disapprove of once they occur. Then, when you write your letter, you have a history of evidence showing why the employee is being terminated.


2. Give the letter in person

We have all heard the stories of companies letting employees go via e-mail. Not only is it informal, but it's also downright tacky. Present your termination letter in person, preferably at the same time you let your employee go.


3. Keep it simple

There's no need to give the "I'm sorry" speech in the letter. Leave that for the verbal exchange. Instead, stick to the facts. If their performance did not improve after a number of probationary periods, document it and give dates in which the unsatisfactory performance occurred.


4. Include final details

If you are offering the terminated employee a severance package or extended health insurance, add that in the letter. If the employee participated in a retirement plan or life insurance policy through the company, the letter should explain how to transfer those accounts.

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