What is a Termination Letter?

A termination letter is an official communication informing an employee that their employment is being terminated. It is given in cases of involuntary termination of employment and communicates the reason and conditions for termination.

A termination letter benefits both employers and employees by providing a clear record of the separation, outlining any severance or continued benefits, and aiding with potential legal issues.

A well-written termination letter, especially in difficult circumstances, can help maintain a company’s good image with the departing employee by demonstrating respect, clarity, and professionalism throughout the separation process.

How to Write a Termination Letter?

A termination letter must be written with care and sensitivity since it conveys largely negative news to employees. Here are a few tips to keep in mind.

  • Start with basic information like date, employee name, and title.
  • Use a clear and professional tone to inform the employee that their employment is being terminated.
  • You may or may not choose to include the reason for termination, depending on your company policy and local laws. If you do include it, be factual and objective. Avoid going into excessive detail or using accusatory language.
  • Specify how and when they will receive their final paycheck as well as the process to return company property.
  • Briefly thank the employee for their contributions to the company and wish them well in their future endeavours.
  • Carefully proofread the letter for any errors before sending it. Depending on your company’s policies, it might be wise to get approval from HR before issuing the final letter.

1. Termination Email Template with Reason

Subject: Employment Termination – [Employee Name]

Dear [Employee Name],

This email is to formally notify you that your employment with [Company Name] is being terminated, effective [Date of Termination].

The reason for this termination is [State the reason for termination clearly and objectively. Briefly explain the situation but avoid going into unnecessary detail]. We understand that this news may be difficult, and we appreciate your contributions to the company during your time here.

Severance Pay and Benefits:

  • You will be eligible for severance pay of [Amount] in accordance with company policy.
  • You will continue to receive health insurance coverage through [Date] (COBRA continuation options may be available after this date).
  • Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].

Remaining Duties:

  • Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Please complete the following tasks before your departure: [List any outstanding tasks or projects the employee needs to complete].

We understand that this may be a challenging time. However, we are happy to provide you with a letter of recommendation upon request.

We wish you all the best in your future endeavours.

Sincerely,

[Your Name]

[Your Title]

2. Termination Email Template for Poor Performance

Subject: Performance Review and Employment Separation – [Employee Name]

Dear [Employee Name],

This email follows up on our recent discussions regarding your performance in the [Job Title] role. As you know, we have been working together to improve your performance in [List 2-3 specific areas of concern].

We appreciate your efforts to improve your performance in this role, particularly with the support provided through [specific resources]. The [Job Title] role requires a specific skill set, and despite our efforts to support your development, we haven’t been able to bridge the gap to meet those demands.

Therefore, after careful consideration, we have decided to terminate your employment with [Company Name], effective [Date of Termination].

We understand this news may be disappointing, and we appreciate your efforts during your time here.

Next Steps:

  • Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • You will continue to receive health insurance coverage through [Date] (COBRA continuation options may be available after this date). Please refer to the HR department for details on your benefits continuation options.
  • Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We wish you all the best in finding a position that better aligns with your skills and goals.

Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

3. Termination Letter Due to Company Closure

Subject: Important Notice – Closure of [Company Name] and Termination of Employment

Dear [Employee Name],

This letter is to inform you of the difficult decision to close [Company Name]’s operations, effective [Date of Closure]. Due to [Briefly state the reason for closure, e.g., economic downturn, industry changes], we are no longer able to continue operating the business.

As a result of this closure, your employment with [Company Name] will be terminated, effective [Date of Termination]. We understand that this news may be unexpected and disruptive, and we sincerely apologize for any inconvenience this may cause.

We appreciate your contributions to the company during your time here.

Next Steps:

  • Severance Pay and Benefits: [If applicable, outline details of any severance pay or continuation of benefits, including the date of your final paycheck and how to access COBRA options for health insurance.]
  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Outplacement Services: [If applicable, mention any outplacement services offered to assist with the job search.]

We understand this may be a challenging time. However, we wish you all the best in finding a new position that aligns with your skills and goals.

Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

4. Termination Letter Due to Insubordination

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on repeated instances of insubordination, which constitute a violation of our company policies and expectations for professional conduct.

Specific examples of your insubordination include:

  • [List specific instances of insubordination, including dates and details. Focus on objective behaviour, not personal opinions.]

These actions have created a disruptive work environment and undermined your ability to perform your job duties effectively. Despite previous warnings, including [Mention any prior warnings or discussions that took place], we haven’t seen the necessary improvement in your behaviour.

Next Steps:

  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be disappointing. However, we cannot tolerate continued insubordination that disrupts the workplace and jeopardizes the well-being of our employees.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

5. Termination Letter Template Without Cause

Subject: Employment Termination – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] will be terminated, effective [Date of Termination]. We sincerely appreciate your contributions to the company during your time here.

Next Steps:

  • Severance Pay and Benefits: [If applicable, outline details of any severance pay or continuation of benefits, including the date of your final paycheck and how to access COBRA options for health insurance.]
  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Outplacement Services: [If applicable, mention any outplacement services offered to assist with the job search.]

We understand that this news may be unexpected, and we apologize for any inconvenience this may cause. We wish you all the best in your future endeavours.

Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

6. Termination Letter Template for Probation

Subject: Termination of Employment During Probationary Period – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on a thorough assessment of your performance during your probationary period, which began on [Start Date of Probation] and ended on [End Date of Probation].

Unfortunately, your performance in the [Job Title] role did not meet the expectations outlined in the job description and your probationary agreement. Specifically, [Optionally, but carefully, mention 1-2 areas where expectations weren’t met. Focus on objective observations, not opinions].

While we appreciate your efforts during your time here, we haven’t witnessed the necessary progress to successfully transition beyond the probationary period.

Next Steps:

  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We wish you all the best in your future endeavours.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

7. Termination Letter Template for Prolonged Absence

Subject: Employment Termination – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on your continued attendance issues, which have significantly impacted your ability to perform your job duties and disrupted the workplace environment.

Despite previous warnings and discussions regarding your attendance record on [Dates of previous discussions/warnings], we haven’t seen the necessary improvement. These discussions included [Mention the specific nature of the warnings or discussions, e.g., expectation for improvement, potential consequences of continued absences].

Specific instances of your attendance issues include:

  • [List specific examples of absences, including dates and reasons (if provided by employee)].

These absences have made it difficult to maintain operational efficiency and have placed an undue burden on your colleagues.

Next Steps:

  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave (minus any time used without proper approval), will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be disappointing. However, consistent attendance is essential for all employees, and unfortunately, your record has not met the required standards.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

8. Termination Letter for Ethical Violations

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on a confirmed violation of our company’s ethics code, specifically [Mention the specific section(s) of the ethics code violated].

On [Date], it came to our attention that you engaged in [Briefly describe the ethical violation without excessive detail]. This behaviour is a serious breach of trust and directly contradicts the core values of honesty, integrity, and ethical conduct that we expect from all employees.

We take such violations very seriously, as they can have a detrimental impact on our company’s reputation and culture. Despite [Mention any attempts to address the violation, e.g., an opportunity to explain the situation], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: Your final paycheck will be directly deposited into your account on [Date] (minus any outstanding deductions).
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be upsetting. However, maintaining a high ethical standard is paramount for our company, and this violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

Important Notes:

  • It’s crucial to have documented evidence of the ethical violation before issuing a termination letter. This could include witness statements, emails, or other relevant information.
  • Consulting with HR and potentially legal counsel is highly recommended before issuing the letter, especially for serious ethical violations.

9. Termination Letter Template Due to Merger or Acquisition

Subject: Important Notice – Impact of Merger/Acquisition on Employment – [Employee Name]

Dear [Employee Name],

This letter is to inform you about the upcoming merger/acquisition of [Company Name] by [Acquiring Company Name], which is scheduled to be finalized on [Date of Merger/Acquisition]. As a result of this business combination, we are carefully evaluating the structure and staffing needs of the combined organization.

Following a thorough review, we have made the difficult decision to make your position, [Job Title], redundant, effective [Date of Termination]. This decision reflects the strategic direction of the new organization and does not reflect your performance.

We understand that this news may be unexpected and disruptive, and we sincerely apologize for any inconvenience this may cause. We appreciate your contributions to [Company Name] during your time here.

Next Steps:

  • Severance Pay and Benefits: [If applicable, outline details of any severance pay or continuation of benefits, including the date of your final paycheck and how to access COBRA options for health insurance.]
  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Outplacement Services: [If applicable, mention any outplacement services offered to assist with the job search.]

Transition Assistance:

We are committed to supporting you during this transition. To help you find your next opportunity, we are offering [Mention any transition assistance programs offered, e.g., outplacement services, career counselling].

Information Regarding the Merged Company:

Further details regarding the merged company, including potential job opportunities, will be communicated shortly.

We understand this news may be challenging, and we wish you all the best in your future endeavours.

Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

10. Termination Letter Template for Breach of Confidentiality

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on a confirmed breach of our company’s confidentiality policy.

On [Date], it came to our attention that you disclosed confidential company information to [Specify to whom the information was disclosed, if known]. This information includes [ Briefly describe the specific type of confidential information that was breached, without revealing sensitive details].

The confidentiality of our business information is critical to our success. Disclosing such information is a serious violation of our company policy and a breach of trust.

We take such violations very seriously, as they can have a significant negative impact on our competitive advantage and client relationships. Despite [Mention any attempts to address the violation, e.g., an opportunity to explain the situation], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: Your final paycheck will be directly deposited into your account on [Date] (minus any outstanding deductions).
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be upsetting. However, maintaining confidentiality is essential for our company, and this violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

Important Notes:

  • It’s crucial to have documented evidence of the breach before issuing a termination letter. This could include witness statements, emails, or other relevant information demonstrating the employee’s access to the confidential information and its subsequent disclosure.
  • Consulting with HR and legal counsel is highly recommended before issuing the letter, especially for serious confidentiality breaches.

11. Termination Letter for Culture Fit Issues

Subject: Employment Termination – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. We have determined that your work style and overall fit with our company culture are not compatible with the needs of the team and the organization as a whole.

We appreciate the skills and experience you brought to [Company Name] during your time here. While your performance in terms of [mention specific job duties] has been satisfactory, we haven’t witnessed the level of collaboration, communication, or [mention specific cultural values, e.g., teamwork, problem-solving] we require to achieve our goals.

Despite [mention any attempts to address the cultural fit issues, e.g., coaching, feedback discussions], we haven’t seen the necessary shift to fully integrate into our team environment.

Next Steps:

  • Severance Pay and Benefits: [If applicable, outline details of any severance pay or continuation of benefits, including the date of your final paycheck and how to access COBRA options for health insurance.]
  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be unexpected. While this decision was difficult, we believe it is in the best interest of both the company and yourself. We wish you all the best in finding a position that aligns more closely with your skills and a work environment that is a better fit for you.

Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

12. Termination Letter Template Due to Misconduct

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately [date of Termination]. This decision is based on a confirmed violation of our company’s policies regarding [specify the specific policy violated, e.g., harassment, theft, violence].

On [date], it came to our attention that you engaged in [Briefly describe the misconduct without excessive detail]. This behaviour is a serious offence and a clear violation of our policy on [policy name], which states [quote a relevant excerpt from the policy, if applicable].

We take such violations very seriously, as they can have a detrimental impact on our work environment, employee safety, and company reputation. Despite [mention any attempts to address the misconduct, e.g., an opportunity to explain the situation or a prior warning], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: [Mention how the final paycheck will be handled, considering potential deductions related to the misconduct. Consult with HR for specific details.]
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department immediately.

We understand that this news may be upsetting. However, maintaining a safe and professional work environment is paramount, and this violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

13. Termination Letter Due to Completion of Contract

Subject: End of Employment Contract – [Employee Name]

Dear [Employee Name],

This letter serves as formal notification that your employment contract with [Company Name] will conclude on [Date of Termination], as stipulated in the agreement signed on [Start Date of Contract].

We appreciate your contributions to the company during your time here. You have consistently demonstrated [Mention specific positive qualities or achievements, if applicable] throughout your contract period.

Next Steps:

  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave (in accordance with the contract), will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Benefits Continuation: [If applicable, mention details on any continuation options for benefits, including the date of coverage ending and how to access COBRA options for health insurance.]

We wish you all the best in your future endeavours. Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

14. Termination Letter Due to Negligence

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective [Date of Termination]. This decision is based on repeated instances of negligence that have resulted in [Mention specific consequences of the negligence, e.g., financial loss, safety hazards, damaged equipment].

Specific examples of your negligence include:

  • [List specific incidents of negligence, including dates and details. Focus on objective facts and the impact of the negligence.]

These incidents have caused [Describe the negative impact of the negligence on the company, e.g., financial losses, safety concerns, workflow disruptions]. Despite previous warnings and discussions regarding your performance on [Dates of previous discussions/warnings], we haven’t witnessed the necessary improvement in your attention to detail and adherence to safety protocols. These discussions included [Mention the nature of the warnings or discussions, e.g., expectation for improvement, potential consequences of continued negligence].

Next Steps:

  • Final Paycheck: Your final paycheck will be directly deposited into your account on [Date] (minus any outstanding deductions related to the negligence, as determined by the company).
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].

We understand that this news may be disappointing. However, ensuring the safety and well-being of our employees and protecting company assets are paramount. Unfortunately, the repeated instances of negligence necessitate your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

15. Termination Letter Template Due to Falsification of Application/Resume

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately ([Date of Termination]). This decision is based on a confirmed falsification of information in your employment application/resume.

On [Date], it came to our attention that the information you provided regarding [Specify the specific falsified information, e.g., education, experience, skills] was inaccurate. This misrepresentation constitutes a breach of trust and undermines the integrity of the hiring process.

Our company places a high value on honesty and transparency. The ability to rely on the accuracy of the information provided by job applicants is essential for making informed hiring decisions. Unfortunately, due to the falsification of information, your application cannot be considered truthful.

Next Steps:

  • Final Paycheck: [Mention how the final paycheck will be handled. Consult with HR for specific details, considering potential deductions or if any work was performed.]
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department immediately.

We understand that this news may be upsetting. However, maintaining a fair and honest hiring process is critical, and this falsification necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

Important Notes:

  • It’s crucial to have documented evidence of the falsification before issuing a termination letter. This could include verification attempts for the information, discrepancies between application/resume and references/background checks.
  • Consulting with HR and potentially legal counsel is highly recommended before issuing the letter, especially for situations where the falsification may have impacted the job performance or caused harm to the company.

16. Termination Letter Template Due to Medical Reasons

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] will be terminated, effective [Date of Termination]. This decision comes after careful consideration and is based on your ongoing medical condition, which unfortunately prevents you from safely performing your job duties despite our efforts to find reasonable accommodations.

We appreciate your contributions to [Company Name] during your time here. You have consistently demonstrated [Mention specific positive qualities or achievements, if applicable]. We understand this news may be difficult, and we are truly sorry for the circumstances.

Throughout this process, we have explored various accommodation options in collaboration with you and in accordance with [Mention relevant laws or regulations]. Unfortunately, after [briefly describe the accommodation efforts undertaken], we haven’t been able to identify a suitable solution that allows you to perform the essential functions of your job without creating undue hardship for the company.

Next Steps:

  • Continuation of Benefits (if applicable): [If applicable, outline any continuation options for benefits, including the date of coverage ending and how to access COBRA options for health insurance.]
  • Final Paycheck: Your final paycheck, including any accrued vacation or sick leave, will be directly deposited into your account on [Date].
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department by [Date].
  • Outplacement Services (if offered): We are offering you access to outplacement services to assist you in your job search during this transition.

We wish you all the best in your recovery and future endeavors. Should you have any questions regarding your separation or benefits, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

17. Termination Letter Template for Unauthorized Use of Company Equipment

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately ([Date of Termination]). This decision is based on a confirmed violation of our company’s policy regarding the use of company equipment.

On [Date], it came to our attention that you engaged in the unauthorized use of company equipment. Specifically, you [Describe the specific incident of unauthorized use, e.g., downloaded personal software, used company computer for personal business, accessed unauthorized websites].

Our company policy on equipment use clearly states [Quote the relevant section of the policy, if applicable]. This policy protects company data, maintains productivity, and ensures the security of our systems. The unauthorized use of company equipment can expose the company to security risks and compromise sensitive information.

Despite [Mention any attempts to address the violation, e.g., an opportunity to explain the situation, a prior warning], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: [Mention how the final paycheck will be handled. Consult with HR for specific details.]
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the IT department immediately.

We understand that this news may be upsetting. However, maintaining the security and responsible use of company equipment is paramount. This violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

18. Termination Letter due to Breach of Confidentiality

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately ([Date of Termination]). This decision is based on a confirmed violation of our company’s confidentiality policy.

On [Date], it came to our attention that you disclosed confidential company information to [Specify to whom the information was disclosed if known]. This information includes [ Briefly describe the specific type of confidential information that was breached without revealing sensitive details].

The confidentiality of our business information is critical to our success. Disclosing such information is a serious violation of our company policy and a breach of trust. Our policy on confidentiality clearly states [Quote the relevant section of the policy, if applicable].

We take such violations very seriously, as they can significantly impact our competitive advantage and client relationships. Despite [Mention any attempts to address the violation, e.g., an opportunity to explain the situation], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: Your final paycheck will be directly deposited into your account on [Date] (minus any outstanding deductions).
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department immediately.

We understand that this news may be upsetting. However, maintaining confidentiality is essential for our company, and this violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

19. Termination Letter Template for Workplace Violence

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately ([Date of Termination]). This decision is based on a confirmed violation of our company’s policy regarding workplace violence.

On [Date], you engaged in [Describe the specific incident of workplace violence, e.g., a physical altercation, threats of violence, intimidation towards a colleague, customer, or manager]. This behaviour is a serious offence and a clear violation of our policy on workplace violence, which states [Quote the relevant section of the policy, if applicable].

We take such violations extremely seriously, as they create a hostile work environment and threaten the safety of our employees and others. This type of behaviour is unacceptable and will not be tolerated under any circumstances.

We have reported this incident to the appropriate authorities [Mention if authorities were involved, e.g., police], and they may contact you to investigate further.

Next Steps:

  • Final Paycheck: [Mention how the final paycheck will be handled. Consult with HR for specific details.]
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department immediately.

We understand that this news may be upsetting. However, maintaining a safe and secure work environment is our top priority. This violation of our workplace violence policy necessitates your immediate termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

20. Termination Letter Template for Possession of Illegal Substances on Company Property

Subject: Termination of Employment – [Employee Name]

Dear [Employee Name],

This letter formally informs you that your employment with [Company Name] is being terminated, effective immediately ([Date of Termination]). This decision is based on a confirmed violation of our company’s policy regarding the possession of illegal substances on company property.

On [Date], [Describe the circumstances under which the illegal substances were found, e.g., during a routine security check, following a report from another employee]. A search revealed that you were in possession of [Specify the illegal substances found].

Our company has a zero-tolerance policy for the possession, use, or distribution of illegal substances on company property. This policy is in place to ensure the safety and well-being of all employees, and to comply with local laws. Our policy on illegal substances clearly states [Quote the relevant section of the policy, if applicable].

We take such violations very seriously, as they can create a dangerous work environment and pose a health and safety risk to our employees. Despite [Mention any attempts to address the violation, e.g., an opportunity to explain the situation], we cannot condone this behavior.

Next Steps:

  • Final Paycheck: Your final paycheck will be directly deposited into your account on [Date] (minus any outstanding deductions).
  • Company Property: Please return all company property, including your laptop, phone, and badge, to the HR department immediately.

We understand that this news may be upsetting. However, maintaining a safe and secure work environment free from illegal substances is paramount. This violation necessitates your termination.

Should you have any questions regarding your separation or final pay, please don’t hesitate to contact the HR department at [HR Contact Information].

Sincerely,

[Your Name]

[Your Title]

Important Notes:

  • It’s crucial to have documented evidence of illegal substance possession before issuing a termination letter. This could include security reports, witness statements, or any relevant information from law enforcement if involved.
  • Consulting with HR and legal counsel is highly recommended before issuing the letter, especially for situations involving the use or distribution of illegal substances.

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