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Termination Letter

What is the Termination Letter?

The termination letter is an official letter and can be written for many reasons. It can be written to:

  • End an employment
  • End a contract
  • End an agreement
  • End any services
  • End a lease

The reasons can be many and it is important for you to make use of the business letter format in order to write such a letter. The most common reason to write such a letter is an employee termination.

Have you heard about the contract termination letter? It is the common type of termination letter that is written to end a business relationship with the contracting party. The termination letter is moreover like the cancellation letter because the objective of both the letters is same. The word termination sounds more offensive in comparison to the term cancellation.

Many times, people also get confuse with the termination letter and the resignation letter. The resignation letter is written in order to voluntarily leave the job or a particular post. On the other hand, the termination letter is more like a penalty given to an individual is he or she is guilty of anything. If the employment relationship is not based on any kind of contract, then the termination letter can be issued without providing any adequate reason.

Giving the termination letter is the most daunting task. It is not always easy to say to an employee that he or she is terminated. Ending a contractual agreement is a painful task but an employer should do it in a most convincing way.

In other words, you are trying to say a goodbye and it is never easy to express it by means of words. You have to take care of the integrity of an individual and also maintain the sensitivity factor while drafting such a letter. You can consider writing such a letter with the sensitive mind and heart. Don’t make use of the rude words in the termination letter, if you want to ease out the pain of termination.

Tips to follow while writing a termination letter

Following are the few tips that you need to follow while writing a termination letter:

  • Don’t make use of words that can hamper the reputation of an individual. Termination letter, if written in a bold and rude language, can make the life of the reader hell.
  • The reader should not get hurt and so it is important for you to make use of the soft and good words.
  • Write the letter, in such a way that the reader can find it easy to digest the difficult truth of the life.
  • Don’t try to show your aggressive tone in such a letter.
  • Try to be polite while being straightforward.
  • Strictly say no to the open criticism.
  • Give the reason for termination, because the reader has right to know the true reason.
  • Add all the termination related information related to date, timeline, final decision etc.
  • Make use of the words that can show some professionalism and courtesy.

How to draft a termination letter?

Are you writing such a letter for the first time? If yes, then drafting it can prove to be the difficult task for you. For the recipient, it is an embarrassing situation and sees to it that you don’t make it more embarrassing by drafting a wrong letter or by using bad words or by showing aggressive behavior.

For the unresponsive and irresponsible behavior of an employee, you can terminate him or her but in an ethical way. There have been many instances when it has been observed that the applicants take some wrong step after receiving the termination letter. If you don’t want this to happen, then don’t try to lash your anger on the recipient. Below are the few points that can help you to draft a successful termination letter:

Follow the proper procedure

In certain situations, you may have all possible reasons to terminate an employee but before doing so ensure that you know the right termination procedure. Go through your company policies, before drafting such a letter. If you hamper the company policies, then it can leave a loophole in your termination letter and employee can take benefit out of it. Go by law!

Examine your decision

Are you sure about the termination? Analyse the entire situation once again, before taking the termination decision. Is the termination fair? Are you following the employment policies? Draft the termination letter, only when you have a full proof reason to do so.

Roughly draft your letter

Directly, don’t start drafting a termination letter on the letterhead of the company. First, draft a rough letter and let the management team or a manager review the letter. Try to find the mistakes, if any. While roughly drafting this letter, it is important for you to pour out your anger and frustration. The rough draft can make it easy for you to find mistakes and this can help you to successfully draft a final letter.

Write to the point

It is important to write such a letter in a straightforward manner but that does not mean you are allowed to be blunt. Write a letter to the point and in a concise manner. While mentioning the reason for termination, don’t try to add brief details. Mention the reason in a short and simple manner, without hurting the ego of a reader.

Don’t get emotional

While writing such a letter, you don’t have to get emotional. Being sensitive towards the reader is considerable but getting emotional is not done. Understand, that it is a formal letter and should be drafted in a professional manner. Don’t allow the recipient, to take advantage of your emotions.

Make use of the positive approach

Make your employee or recipient, realize his or her mistake in a positive manner. Let the reader know that you don’t have any kind of grudges against him or her. Don’t write such a letter, in any kind of wrong influence.

Termination Acceptance Letter

Last Updated On January 8, 2020 By Letter Writing Leave a Comment

This kind of letter is written to reply to a received termination letter from a company regarding a job or any contact or any other matter. The letter is sent to notify the company beforehand about the end up of the agreement. If possible, some essential facts about the person or agency must be provided […]

Filed Under: Termination Letter

Termination Letter – Termination Letter for Non-Performance

Last Updated On January 7, 2020 By Letter Writing Leave a Comment

The pillars of success of an organization stand upon the base of the dedication and hard work of its employees. Sometimes the progress of the organization gets hampered to a great extent by the constant poor performance of any employee. In these circumstances, the managing body of the organization needs to terminate the employee’s association […]

Filed Under: Termination Letter

Termination Letter – Service Agreement Termination Letter

Last Updated On January 6, 2020 By Letter Writing Leave a Comment

This kind of letter is written to terminate a service agreement due to the various problems faced due to the clients. The reasons may be delayed payments, excessive work, or many others. The letter must be addressed to the company directly, mentioning the exact date of the termination and the proper details of the reason […]

Filed Under: Termination Letter

Termination of Employment Letter

Last Updated On September 6, 2018 By Letter Writing

Termination letters are some of the most commonly used official letters. The principal purpose of the letter is to drop or terminate the employment of someone. So, these letters are written with precision. Those employees who do not follow the rules and regulations or the terms or conditions laid down by their employer. Also when the […]

Filed Under: Termination Letter Tagged With: New Letters

Termination Letter For Security Contractor

Last Updated On September 11, 2018 By Letter Writing

A Termination Letter for Security Contract is a letter which depicts the withdrawal of security services from a company or a private organization whose work is to provide security for requested people in the city. This type of letter is generally not necessary to be written, but some of the organizations may need paper evidence […]

Filed Under: Termination Letter Tagged With: New Letters

Vehicle Lease Termination Letter

Last Updated On September 17, 2018 By Letter Writing

The Vehicle Lease Termination letter is a letter written to a dealer or a motor vehicle finance company. It is to inform the termination of the lease agreement done between an individual and the dealer or the company head. The agreement is done for leasing a vehicle (that may be a motorbike or four wheeler) […]

Filed Under: Termination Letter Tagged With: New Letters

Termination of Consultancy Agreement Letter

Last Updated On September 11, 2018 By Letter Writing

Consultants are mainly used by small business people for an on-going project. When they finish the work or the project, they tend to terminate the contract with the consultancy if they are not satisfied or if they no longer need one. They may also terminate if the consultant does not perform well in the project. When […]

Filed Under: Termination Letter Tagged With: New Letters

Commercial Lease Termination Letter

Last Updated On November 18, 2019 By Letter Writing

Organizations that rent a commercial place from the landowner must notify the owner if they do not want to renew the contract. Notification of such a kind, beforehand, helps the owner to find a new tenant for the place and guarantees that the business will regain its security deposit.  A lease termination letter is often to cancel […]

Filed Under: Termination Letter Tagged With: New Letters

Contract Termination Letter

Last Updated On August 11, 2018 By Letter Writing Leave a Comment

Contract termination letter is the most popular type of termination letter that are used in office use apart from other letters. These letters are written with extra care and precision. It should not appear that one who is writing the letter is not respecting the one whom the letter is written to. The full details […]

Filed Under: Termination Letter

Termination Letter for Fraud

Last Updated On July 13, 2018 By Letter Writing Leave a Comment

A fraud case had quiet wide spread now a day, so it is very necessary to know how to write a termination letter for a fraud. It is an official letter that mentions all types of details for termination. Even the officials name are sometimes mentioned who cancels the project. Hence there are certain rules […]

Filed Under: Termination Letter

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