- Inform the employee of the termination of his service.
- Jot down the reasons for termination, in brief, without being over-apologetic or rude.
- End the letter with an action point.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Please be advised that XYZ Ltd. has terminated your services.
Due to the non-adherence to the code of conduct of the organization, we have to end your tenure with us.
You will need to empty you desk by 12 noon on 30 November 2015. You may reach out to the HR team for any dues pending.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of termination of services.
Further things to consider when writing dismissal letters to vendors
Dismissal letters are letters written to formally order someone to leave a company, group, or organization. The letters are issued by employers to employees to terminate an employment contract. All dismissal letters state the reasons for termination including information about previous incidents that might have contributed to this decision. In some instances, the letters communicate a medium for appealing the dismissal. Dismissal letters can be used to fire an employee, ban someone from a group, or even remove a student from a school. Usually, the letters are issued as a formality to help reduce claims that someone was ordered to leave unfairly.
Dismissal letters are precise and usually contain all the relevant information such as reasons, times, and dates. Clearly inform the recipient of the termination of his/her services without being over-apologetic. If possible, support your reasons with real time incidents. Indicate to the recipient that if he/she requires a reference letter, it will be issued. Maintain your professionalism despite the severity of the case. Do not make the letter longer than it is supposed to be since the recipient may already know that he/she is being terminated. Close with a positive tone or an action plan.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.