How To Fire An Employee - Sample Employee Termination Letter

 Job Interviews & Resume Letters / Other Job Advice

How To Fire An Employee - Sample Employee Termination Letter

By Jenna Litchfield
To fire an employee is never an easy thing to do, most people hate doing it and likewise most people hate being on the receiving end of being fired.
However sometimes under circumstances it has to be done, for whatever reason that may be.
Usually when you fire an employee, it is because they have used misconduct such as theft, sexual harassment and endangerment or they have failed to meet the requirements of the job description and have not followed the company's policies.

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The employment termination process usually involves, a first verbal warning, then a written warning then termination after the third offence.

Never ever fire or terminate and employee on the spot, take some time and consideration, and always be truthful and honest when firing an employee, don't say you are downsizing then hire another employee just two weeks later.

Some one of authority should be the one to tell the employee the news that they are fired and hold the employment termination in a room that's neutral e.g. a boardroom or meeting room, not an office.

An employment termination letter like the sample letter below is something I recommend you use when you fire an employee, as it will explain the employee's termination in more detail.

When you fire an employee, remain calm and professional at all times, even if the employee has personally offended you in any way.
However do not elaborate too much; say as little as possible in other words just what you have too.

Also remember that the employee will have to be paid wages owing, commission and holiday pay before they leave and usually a severance package which involves a monetary pay out.
So make sure all the monetary matters are sorted before the employee termination is complete and include most details on the employee termination letter as below in the sample letter.
However the human resources department usually sends a letter to the employee as well detailing the monetary matters, this is not in the sample below only the severance issue.

Sample employee termination letter

August 12th 2005

Sara Newcombe
1342 Grenshire street
APT 521
Chicago, IL, 60611

Dear Sara:

It is with sincere regret that I must inform you that your employment with ZC Enterprise as Office Manager will be terminated on September the 14th 2005.

As the company is downsizing and you are employed in a temporary role, your position and other temporary positions are no longer needed.

I would like to make it clear to you that in no way is this termination a result of the company being unhappy with your performance during your employment.
In fact you have been a wonderful contribution to the administration of this company however unfortunately due to the current situation of the market we are sad to let you go.

To reduce the impact of your termination, we have organized a severance package for you, and you will be paid one weeks pay for every month you worked over twelve months, and your dental and medical coverage will continue for the period of the severance pay.
A letter from the Human Resources department will be sent to you with all the severance package details.

Due to your qualifications and proven abilities I have no doubt that you will find future employment and I will be more than happy to write a letter of recommendation for you.

Yours sincerely

Barry Watkins
General Manager
ZC Enterprises

I hope the above information about employee termination is helpful and the sample termination letter provides you with an insight of how to write a termination letter and how to fire an employee.
However the above sample letter is a sample letter not a real termination letter.

See Also:
More information on firing an employee

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