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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.

Sample Termination Letter

Last Updated On September 6, 2018 By Letter Writing Leave a Comment

A termination letter is written when an employee is to be terminated from his/her job. The reason for his termination can be his misconduct or poor work performance. Since the company is dissatisfied with the work performance, therefore, it sends the termination letter to the employee. The letter will contain the reason for which the […]

Filed Under: Termination Letter

Termination Letter – Termination Letter to Teacher

Last Updated On June 27, 2018 By Letter Writing Leave a Comment

Teaching is one of the most socially respected professions as it deals with guiding the young students to the correct path to create a better future for humanity. But when in some cases they fail to perform their duties correctly, with either lack of dedication towards teaching or misconduct towards the students, the authority in concern […]

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Termination Letter of Insurance

Last Updated On August 15, 2018 By Letter Writing Leave a Comment

An individual purchases insurance policies in order to secure some specific aspects of his life. But in the corporate sector, a company serves the customer as longs as it gets profits. If any customer does not follow the norms given by the company, then the latter will cease to continue the partnership, hence resulting at the end […]

Filed Under: Termination Letter

Probationary Termination Letter

Last Updated On July 9, 2018 By Letter Writing Leave a Comment

Probation is a period during which the suitability and performance of an employee being tested. An employee in this stage is known as a probationary employee. The period is usually six months long in most of the companies. If the company does not find the employee suitable for the job, then they can terminate the […]

Filed Under: Termination Letter

Termination Employment Letter

Last Updated On September 25, 2018 By Letter Writing Leave a Comment

Termination employment letter is written when a company decides to sack an employee because of his/her inefficient work performance or any proofs of dishonesty with the company. Employment termination letter must contain the description of the exact reason for which the person is being sacked from the job with a prior notice regarding the final […]

Filed Under: Termination Letter

Rental Termination Letter

Last Updated On September 20, 2018 By Letter Writing Leave a Comment

There are many cases in which the landlord may want to terminate the tenant from their property or to terminate the lease. For one reason or the other, the landlord may want the house back and that why want to terminate the tenancy. The letter written for this purpose is known as rental termination letter. […]

Filed Under: Termination Letter

Sales Termination Letter

Last Updated On November 21, 2016 By Letter Writing Leave a Comment

Official letters include letters to clients, sales man or any other person giving his services to the company. The official letter is of many types some of them are already discussed previously. The main topic of today is termination letter. These types of letters are generally used to free a man from his beneficial part […]

Filed Under: Termination Letter

Termination Letter – Termination Letter for Absenteeism

Last Updated On June 26, 2018 By Letter Writing Leave a Comment

Taking too many holidays is not accepted in any organization. And this kind of unprofessional attitude is not expected and appreciated by an organization or any company. Maintaining the decorum of the company is important. Also, follow the set of rules made by them to gain position and respect in the company. One should take […]

Filed Under: Termination Letter

Employment Contract Termination Letter

Last Updated On July 18, 2018 By Letter Writing Leave a Comment

The authorities of many organizations sometimes face the awkward situation where they perceive that the absence of an employee is preferred over his presence to ensure the betterment of the company. This is due to diminished performing abilities in the employee. And it is a problem faced by many while venturing into writing a letter […]

Filed Under: Termination Letter

Apartment Lease Termination Letter

Last Updated On September 6, 2018 By Letter Writing Leave a Comment

A lease is a contractual agreement where one party agrees to lease (rent out) his asset to another one, for a consideration. Leasing is a very common scenario. As easy as it is to get into a lease contract, it is also easy to terminate or bring to an end, the contract. The apartment lease […]

Filed Under: Termination Letter

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