How to Write a Termination Letter

Steps to Dismiss an Employee for Reasons Beyond the Employee's Control

1. Review the history of the situation.
2. State clearly that the recipient's employment is terminated. Express your regret, but don't dwell on it.
3. Include any information regarding severance pay or benefits, if needed.
4. End on a note of encouragement.

Termination Letter Tips to Consider

• Your letter can ease the pain of an employee who will have to make a difficult transition.
• The written word is easily preserved and can come back to haunt you.
• It will reflect well on your company as signs of courtesy and professionalism.
• It can help diminish hostility if it does not openly reproach the employee.
• It gives the employee the benefit of the doubt for facts not in evidence.
• Circumstances may change and you may decide to rehire the same employee.