Firing an employee is arguably one of the most unpleasant aspects of business management. When the task becomes necessary,write a letter to the employee that details the termination decision.Use company letterhead and hand the employee termination letter to the employee following an in-person termination meeting whenever possible. Since employment laws differ from state to state, the letter should be reviewed by a lawyer or an employment law expert within the organization.
Format and Content
The content of the letter depends upon the specific circumstances. The employee termination letter format includes the termination decision, evidence to support the decision, information related to the employee’s final paycheck, and the status of his or her benefits. In some cases, it is necessary to include a statement regarding the return of company property. The tone of the letter is dependent upon the circumstances surrounding the firing of the employee.
This employee termination letter sample can be customized and used in a variety of circumstances. It includes the basic details that led to the firing decision as well as important information the employee will want to know.Because the employee is valued by the company, she is invited to apply at other company-owned locations.
This letter is to inform you that as of today, July 16, 2013, your employment with Southwest Convenience Stores is being terminated. It summarizes our discussion this afternoon. You are being dismissed due to a store closing. This action is not a reflection of your work ethic but instead, a necessity due to the low customer patronage of the store.
You received your final paycheck today. This paycheck includes payments for all unused sick and vacation days. In addition, you will be given 4weeksof severance pay at your full pay rate. The details of your final pay and severance benefits are included in the severance package you received during your termination meeting. You will receive your severance after we have received the signed release of claims document included in the package.
We do not anticipate reopening the store at this location in the future. However, we invite you to apply at one of our other 15 locations. Due to your employment history with this company you will be given priority status for any open positions. Please log on to our website to check for openings in stores in your area. Alternatively, you may call Mr. Stephen Land in theEmployee Services Division at (555)-555-5555.
Please read the benefits status letter enclosed in your package carefully. This letter explains your eligibility for Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation of group health coverage and information regarding your 401(k) plan. If you have any questions regarding your severance package you may call me at (555)-555-5555. Thank you for your years of loyal service. I wish you all the best going forward.
Mrs. Nancy Daniel
Human Resource Manager