5 Termination Letter Templates (+ Tips to Handle Dismissals)

Depending on the context of the termination, you will need to personalize your letter and convey different information. Here is some advice on how to write your letter in the most professional and respectful manner.

No matter the context of the dismissal, being empathetic and understanding is always essential. You can begin your letter by acknowledging the difficulty of the situation and expressing your empathy for the employee.

Phrases such as “I recognize that this decision may be difficult to accept” or “I understand that this news may come as a shock” can be useful to start off your letter, but they can be perceived as generic and empty words. Our advice would be to personalize your opening statement depending on the context of the dismissal and your true feelings on the matter. Of course, you need to find balance between empathy and professionalism; being clear and direct is crucial.

The employee needs to understand the message your letter is conveying, meaning you need to clearly state the fact that their employment is being terminated. You should clearly state the purpose of the letter from the very beginning. Don’t fall into elaborate or vague discourse. Instead, use straightforward language to convey the message without ambiguity.

Although concise, your letter should leave room for explanation of your decision to terminate the employment. Remember to briefly go over the reason for the termination in a respectful, transparent and non-confrontational manner.

Try to avoid using overly negative language or placing blame on the employee. Instead, focus on the business or performance reasons behind the decision. For example, if the decision is performance-related, try to provide constructive feedback so that the employee can understand the reasons behind the dismissal and improve in the future.

If the company is still on good terms with the employee (meaning that there are no behavioral issues behind the reason for dismissal), remember to take time to express appreciation for their contributions and achievements during their time with the company.

You can mention their professional qualities and what they brought to the team and organization. Appreciation helps soften the impact of the decision and maintains the employee’s dignity.

If applicable, inform the employee about the support and assistance the company is ready to provide during the transition period.

This could include details about severance packages, benefits continuation, or assistance with job search resources. Remember to share the contact information of the HR department so that the employee can reach out if they need help.

Your letter should include any relevant logistical and administrative information, such as the effective date of termination, details about final paycheck and benefits, and instructions for returning company property. Employee departure management includes many administrative steps that you need to take by completing the right offboarding documents.

Throughout the letter, maintain a professional tone and avoid using language that is overly emotional or informal, or on the contrary, too harsh and matter-of-fact. Stick to the facts and ensure that the tone of the letter is respectful and appropriate for the situation.

Try to find balance between professionalism and empathy. Remember to end the letter on a positive note by expressing well wishes for the employee’s future endeavors.

If the HR department did not participate in the writing of the letter, make sure that it reviews it before sending. Your colleagues will be able to ensure the termination letter meets the company’s standards and conveys the necessary information effectively.

You should send the letter as soon as possible and make sure that the effective date of termination is realistic for your team and company’s needs and reality. When it is done, communication about the upcoming departure with coworkers and other departments can start.

Still unsure of how to write your termination letter? Here are examples you can use whenever you need, sorted by dismissal context:

Did you know that 71% of companies have no formal offboarding process in place? Lack of preparation and elaborate programs can lead to poor experiences and business information security issues.

Here are helpful tips to effectively handle dismissals in the workplace, in the healthiest and most efficient way possible:

Before meeting with the employee, ensure that all necessary paperwork and documentation related to the termination are in order. This includes the termination letter, final paycheck calculations, benefits information, and any legal documents.

Schedule the termination meeting at a time and place that provides privacy and minimizes disruption. Choose a quiet and neutral location where the employee can express their emotions without feeling embarrassed or uncomfortable.

Approach the termination meeting with sensitivity and compassion. Start the conversation by expressing appreciation for the employee’s contributions and acknowledging the difficulty of the situation. Use empathetic language and actively listen to the employee’s concerns and reactions.

Clearly communicate the reasons for the termination in a respectful and non-confrontational manner. Provide specific examples or evidence, if necessary, to support your decision. Avoid blaming or criticizing the employee and focus on the business reasons behind the decision.

Address practical matters such as returning company property, deactivating access to company systems, and collecting personal belongings in a respectful and organized manner. Ensure that the employee understands the logistics of their departure, including the timeline for receiving their final paycheck and any other benefits.

HR software can help you streamline the administrative tasks related to employee departures. Although communication and offboarding experience are crucial to maintaining healthy professional relationships and a good employer brand, you definitely need to focus on the administrative dimension of departure management.

Provide information about any form of support that the company offers to support the employee during this period. You can offer to help with resume writing, job search strategies, and networking opportunities.

Reach out to the employee after the termination to express gratitude for their contributions and to offer ongoing support if needed. Provide contact information for HR or a designated point of contact for any questions or concerns that may arise after the termination. This is essential to end the professional relationship on a positive note.

Even in difficult situations, you should strive to uphold the company’s reputation as a fair and compassionate employer. Treat the departing employee with dignity and respect, and handle the termination process with professionalism and integrity.

Click here for examples of recruiting emails to send to candidates! 

Of course, the offboarding process is only starting after you send the dismissal letter. Afterward, you need to communicate on the departure with coworkers as soon as possible after the termination meeting. Delaying the official announcement can lead to rumors and speculations, which can be unhealthy and demotivating for your employees and your workplace environment.

When communicating on the subject, you should be mindful of the exiting employee’s privacy and integrity, while being honest and transparent. Clearly share any relevant details about the departure and the effective last day of work and express appreciation for the employee’s work.

You should encourage coworkers to ask questions or communicate concerns and ensure a smooth transition to the entire team. Mention any changes in responsibilities or workflows resulting from the departure and encourage collaboration to overcome potential challenges while reassuring workers.

By following these tips, employers can effectively communicate the termination to coworkers and announce the departure throughout the entire company in a way that promotes transparency, respect, and professionalism in the workplace.