What is the Dismissal Letter?
The dismissal letter is generally drafted by an employer to an employee and can be used as a permissible document. In this letter, content is related to the termination of an employee and to do so specific reason must also be provided. What are the incidents that contribute to this decision? Get the answer to this question and mention the specified incidents in your dismissal letter.
It is very important to give the specific reason for termination so that an employee cannot state that the termination was unfair. If an employee has violated any office policy, then do mention it in your dismissal letter. Different businesses follow different working policies and so it is very important to mention the specific reason before terminating an employee.
In certain cases, dismissal letter may not be considered as an absolute and final document. If the recipient gets an opportunity to appeal against the dismissal, then he or she may revert back by sending an appeal letter. Such a document should always be printed on the letterhead of the company so that an employee does not take it as some kind of prank. In such a letter, it is very important for an employer to include the name and designation of an employee.
How to Write a Dismissal Letter?
Here are few things that you need to consider while writing a dismissal letter:
- It is important for you to as an employer to review the situation properly and to take into account the history of an employee.
- You should clearly state that an employee is terminated by giving all possible reasons. Don’t forget to express your regret while doing so.
- Give details about the compensation, if any.
- Always include the note of encouragement, in this type of letter.
- Demonstrate the letter in such a way that it can ease the pain of the reader.
- Always be genuine, when it comes to showing your care and concern.
- Make use of words in such a way that it can ease the pain of an employee.
- Show your courtesy and professionalism while writing such a letter.
- Don’t openly accuse your employee because at any point of time circumstances can change and other authorities may decide to hire back an employee.
Steps to Follow to Write a Dismissal Letter!
- In dismissal letter, it is important to include information related to dates, times and reasons.
- Don’t generalize your statements, but be specific while stating the termination reason.
- Mention right reason in detail can make it easy for you to maintain records for future.
- Make use of the polite tone in order to showcase your professionalism.
- The size of your letter should be concise because long letters do not showcase professionalism.
- It is formal notification of the dismissal of an employee and so keep your letter simple and short.
- Don’t forget to sign such a letter before handing it over to an employee.
Before Composing a Dismissal Letter, Understand Some Dos and Don’ts
- Do understand the details related to the performance of an employee in order to justify your termination decision.
- Do try to maintain the dignity of an employee which stating the termination reason. Definitely, an employee will go through the feeling of an anger but try to use words that can minimize the anger.
- Set up a meeting for termination before handing over the dismissal letter. Conduct the meeting in such a place that no one can disturb you.
- Get to the point in the letter, without stretching on the termination reason.
- Show some empathy for an employee in the dismissal letter.
- In case, the dismissed employee needs some time to move forward then you can also offer some type of compensation pay.
- Review your termination decision before handing over the letter to an employee.
- Treat your employee fairly and respectfully before sending the dismissal letter.
- You can also offer the guidance to the employee related to the transition and if required, you can also give few references.
- Give answers to all possible question of an employee in your dismissal letter.
- Conduct a face to face meeting in order to hand over such a letter of dismissal.
- Before drafting such a letter, it is important for you to go through the employment contract.
- End your letter on a positive note and wish good luck to your employee for the future.
- Don’t try to dismiss an employee on the spot and if you are doing so then, it is important for you to have a solid reason for the same.
- Don’t ever give the message of dismissal over the phone, even if the phone call is recorded.
- It is your duty to ensure that employees are performing their duty and if this does not happen then don’t hesitate to terminate the responsible employees.
- Don’t play a blame game when it comes to taking a decision related to the termination.
- Don’t lie because lies can generally, put you in the trouble.
- Give a proper explanation to an employee for the dismissal but it is advisable to not get into any kind of arguments.
- In such a letter, don’t make promises which you cannot fulfil at the later stage.
- Don’t try to violate laws by firing someone, just because she has taken the maternity leave.
- Don’t take the decision of dismissal alone but it is advisable to take an opinion of a second management person.
- Don’t dismiss any person without giving one or two warnings.
- Don’t send a dismissal message but instead always try to send a dismissal letter.
- Don’t try to take the responsibility of the failure.
- Express your regret but don’t apologize.
- Don’t fire an employee in the excitement.