A letter of termination sample is an important document for any
company. Every business from the smallest home based company to large
corporations should have one. Unfortunately, terminating employees
is part of doing business. Business owners should recognize this
from the time they hire their first workers. All employers should
have the Human Resources Department draft a letter of termination
sample for future use. Usually firing an employee is highly stressful
for everyone involved, including the firing manager.
Having a sample
letter reduces the possibility of mistakes during this time. Both
Human Resources and the company's legal department must prescreen
this document. If your company does not have a legal department,
use an independent lawyer. This review protects the company. If
the employee sues the business for wrongful termination, the letter
a legal document. Then the court and judge will examine it and
you want to make sure it does not violate any state labor laws. The
must be clear and concise and it should not contain wording that
is open to legal interpretation.
Items to Include in a Letter of Termination Sample
Your letter of termination sample must include a few basic items.
They are as follows: the date, the employee's name, the employee's
address, the company name, the effective termination date and the
terms of the separation. If you offer a severance package, then you
might add information on monetary compensation and outplacement services.
It also should tell the employee about his benefits. How will you
handle the payout of vacation time, pension options and other financial
matters. What about healthcare? Will you extend any of these benefits
for any reason? Now you may not offer a severance package or continued
benefits for all terminated employees. If this is the case, your
letter of termination sample may include an open section labeled
fittingly. Although the firing manager will have to complete it later,
it will serve as a visual reminder to include this information.
Finally, a letter of termination sample should include a brief statement
about the nature of the termination. A company may opt to draft a
few different letter of termination samples to cover various reasons
for termination. This gives the firing manager some correct wording
to use. Remind your manager that this letter must be nonemotional
and professional. You do not want the letter to reflect the manager's
personal opinions on the employee.
When Not to Use a Letter of Termination Sample
Although each employer or company should create a letter of termination
sample, keep in mind that each manager must tailor this document
on a case-by-case basis. You must consider this sample as a template
with specific items.
without fear of making mistakes. Our recommended procedure.