Writing an employee termination letter is never easy. When it comes to company theft, legal considerations make the task more difficult. Preparing a termination letter for thefttemplate in advance is a good way to avoid an emotional confrontation and to word the letter in such a way that it abides by company and legal standards.
Format and Content
A letter of this type should be written carefully and under the advice of a human resource manager or company lawyer if possible. The termination letter for theft format should be formal and straight to the point and include the date of the offense and the specifics of the offense.Notifying the employee of existing proof will help prevent a legal battle based on wrongful termination charges.
In this termination letter for theft sample, the employee is handed the termination letter at the beginning of a meeting with the human resource manager. The letter gives specific details concerning what will happen following the meeting. The employee will not be given a chance to take other items from the company or to cause a disturbance. The employee is invited to file a dispute if he believes the charges are unfounded.
It is my duty to inform you that as of today, June 21, 2013, your employment with Allied Services is terminated due to your misconduct of company theft. On June 16, 2013,our surveillance cameras captured you carrying computer equipment from the building. We have investigated the incident thoroughly and we are convinced that you did not have permission to remove the equipment nor have you returned it in the week following.
As you know company theft is a serious offense. This offense is covered in detail in our employee handbook and during new employee orientation. Our investigation has uncovered the serial numbers of the items you removed. As these items total more than $5,000, we have reported the incident to the local police department.
We fully expect you to return any company property that is in your possession at the time of this meeting, including your employee badge, your company issued cell phone, and any company credit or debit cards. You will be given and list of other company items, compiled by your manager, that you will need to return within 3 business days. You may leave these items at the security checkpoint on the first floor the building.
You will be contacted by a member of the HR department to discuss your final paycheck and any benefit payments you may be due. If you feel we have reached this decision in error you are welcome to file an appeal. If you have any questions, you may contact our company lawyer, Mr. Bruce Allensworth, at (555)-555-5555. At the end of this meeting, you will be escorted to your desk to retrieve your personal property after which, you will be escorted off the premises.
Alex Weiss, Human Resource Manager
Allied services Inc.