As a professional business manager, terminating an employee is one of the hardest things to do. A termination letter is written to fire an employee. An employee is terminated against his or her will on the grounds of low attendance, poor performance, forgery, layoff, etc.
An HR Manager is responsible for hiring and firing an employee in a company, and he or she need not require explaining the reason for the termination, although it is a good practice to let the employee know the reasons so that it may not seem like injustice. Do wish the terminated employee well if this was a layoff situation.
Once the termination of an employee is done, it is necessary to convey the same message to the whole organization in a positive way as carefully as possible to keep the productivity up. If presented wrong it can lead to gossip and a general work slowdown. The vendors, customers, and clients associated with your business are also required to be informed about the termination of a particular employee; and should be well-versed to discontinue any authorized services on his or her behalf.
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Termination Announcement Letter Writing Tips
- The tone of the letter should be as friendly and polite as possible.
- The terminated employee should be asked to hand over all the company documents, access cards, passwords, etc.
- The termination reason need not be mentioned unless it is due to layoff.
- Clearly, state the actual leaving date.
- Once you are through writing the letter, please recheck the same for amendments, if needed.
Termination Announcement Letter Sample Template
Use our free Termination Announcement Letter Sample to help you get started.
Sample Letter
To,
Steve David,
Marketing Executive,
Alpha Associates,
London, UK.
Date: February 26, 2017.
From,
Lisa Smith,
Manager,
Alpha Associates,
London, UK.
Subject: Letter of Termination
Dear Steve,
This letter is to inform you that your position as a Marketing Executive at Alpha Associates has been terminated. This is by the decision of marketing head and boards of management. You shall duly return all the company’s documents and any other possession latest by 28th Feb’ 17 at the reception desk. With this termination announcement letter, we recommend you to start searching for a new career opportunity
I want you to know that we greatly appreciate your service for these past years and have no ill feeling at all. Enclosed with the letter is a termination agreement letter that you must sign and report to me latest by 28th Feb’ 17. For any queries regarding your termination, Mr. Andrew Frank, HR Manager would assist you. It has been a pleasure to work with you and your team.
I wish you all the best for your future endeavors.
Sincerely,
Lisa Smith,
Manager
Email Format
The following is the Email format to be followed for a termination letter announcement.
To: name@email.com
From: name@email.com
Subject: Announcement of Termination
Dear all,
I’m sending this email to notify you about the termination of (Mr./Miss)______________ (name of the employee) who was working as a _________(designation of the employee) in our organization. While it was a tough decision on our part, the company had to take this step because [reason behind termination decision].
Unfortunately, (he/she) hasn’t been able to do (his/her) best due to certain circumstances, and we have decided that it would be best to part ways for now. The team working under________(name of the terminated employee) will now be reporting to__________(name of another employee).
We wish all the best to__________(name of the terminated employee). If any staff member has any query feel free to contact me.
Regards,
(Name of the sender)
(Designation)