- This letter of termination shall be sent after discussions with the employee. Mention the actual reason for termination. State the facts and prompt reason for removal of the employee. Do not try to soften your statements assuming it would hurt the feelings of the employee. If the employee decides to challenge your decision, your statements should not sound weak. You may want to keep all information on records but need not mention all the reasons for dismissal. Do not express your anger in the letter. This might make the employee take legal action against you if there is a decision to challenge.
- Analyze the current situation and include the actual reasons for termination.
- Confirm the dismissal of the employee. Do not sound apologetic for the termination.
- Do not try to use sympathetic language to avoid any hard feelings with the employee. Include the required details that are not mentioned in the letter till now.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As we have agreed beforehand, this letter serves as your official termination from Dale Pharmaceutical effective today. Our company has a responsibility to follow high standards of medical integrity. Since you compromised the said standards, we cannot allow you to continue working with us.
" Because of the sensitive nature of the situation, I am obligated to tell you that Cray will keep a confidential file of the occurrences that led to your termination. The data reflects the manipulation you did of your research findings as a shortcut for a promotion in the company. We will not hinder you future endeavor; however, to protect the company's legal interest and good reputation, we need to preserve the records of your deeds related to project no. 4532.
" I also would like to notify you that we will not be able to recommend you to your future employers. As such, please do not present our company or any of its employees as references. You may contact my secretary if you have other concerns about your severance.
" Despite your shaky start here at Cray - and because we are aware of your talent - we hope that your career will have a new beginning.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to terminate an employee for violating medical standards.
Further things to consider when writing cancellation letters to employees
Cancellation letters are letters you write to a service provider, company or institution, informing them that you are dissatisfied with their product, service, or membership and that you wish to discontinue it. Cancellation letters can be written for several things such as canceling an insurance policy, a cable service, rental agreement, a magazine subscription, a bank account, order, credit, etc. The reason why people issue cancellation letters is mainly due to unsatisfactory or poor performance, not meeting the expectations, and at times unavailability of funds.
Cancellation letters are written in a clear and a concise manner. Go straight to the point and suggest actions you expect to be taken. Clearly state what you are canceling and explain you reason for it. Where necessary, include the details of what you are canceling, for example, account details. Mention that you wish to receive confirmation that the cancellation was effected. State clear steps that you would take if cancellation is not put into effect within the specified notice period. End the letter on a positive tone and request the reader to acknowledge receipt. Send the letter well in advance to give enough notice to the reader.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.