- Give notice of the termination and when it will be effective.
- Give reasons.
- Wish them well.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Further to our meeting on 20th November 2015 regarding the status of your employment, I regret to inform you that we have confirmed the termination of your services as a Finance Officer, effective immediately.
We have come to this decision due to your lack of attendance at work for six consecutive weeks with no formal application or explanation despite numerous attempts to contact you via email and phone. As per the company's policy on job abandonment, you are, as a result of this, relieved of your services with XYZ Company with immediate effect.
The finance department will be in touch with you regarding your final dues. We wish you the best in your future endeavors.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notice of termination letter sample.
Further things to consider when writing termination letters to employees
Termination letters are letters you write to officially end a service that had been offered to you. In most cases, termination letters are issued by employers to employees to terminate their services. This could be due to employees' poor performance or serious misconduct. Before writing a termination letter, the employer holds a meeting with the employee to discuss reasons for his/her termination. The termination letter is then drafted summarizing what was discussed at the meeting. It explains why you want to terminate the employee and outlines other details about the termination.
When writing termination letters, you need to be formal and direct to the point. Provide only the necessary information, such as the reason for termination, date of termination, etc. Be brief - the employee already knows he/she is being terminated, so you do not have to write a long essay. Give information about the employee's final paycheck. Give details of how and when the employee should give back company property. Outline any agreements outlined in the employee's contract regarding the termination. If you have provided benefits like retirement savings or health insurance, mention how these will be handled. Sign the letter and include any necessary attachments.
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.