Terminate employment due to poor performance letter sample


  1. 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.
  2. Analyze the current situation and include the actual reasons for termination.
  3. Confirm the dismissal of the employee. Do not sound apologetic for the termination.
  4. 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.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

During your six months employment with Cray Corporation, you have been evaluated by your supervisor five times. After each evaluation, he gave you written notice that your performance does not meet the standard requirements for you to stay in your position. Sad to say, your performance has not become any better even until now. After a thorough discussion with your supervisor, we agreed to let you resign effective immediately. Company policy will give you a month's severance pay. You can also opt to continue your benefits, as specified in the copy of the benefits summary.

It 's hard to make decisions like this, but we have no other choice due to your unsatisfactory performance. We wish you all the best in finding a job line with your talents.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Terminate employment due to poor performance letter sample.

Further things to consider when writing cancellation letters to employees

Further things to consider when writing cancellation letters to employees

Cancellation Letters

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.

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