10+ Sample Termination Letter Templates
There are times where employees may not be performing in the way that they’re expected. There may even be some that have broken company policies or who have become too much of a hindrance in the workplace. Should that happen, employers will need to terminate these types of employees.
However, before they’re able to do so, they must come up with a document which will effectively tell the employee as to why he/she is being fired, and when. And that’s why this article is going to teach you all that you need to know in order to come up with a termination letter.
Elements of a Termination Letter
If you plan on making any kind of termination letter, you should know that there are a couple of basic elements that you need to be aware of. They’re what you must include ensuring that the letter is able to present all the details the recipient would need to understand the reason behind the termination.
So with that in mind, here are the basic elements of any good termination letter:
- Heading: It’s here where you’ll be placing the personal information of the person that you wish to send the letter to as well as your own. You’ll also have to include the date in which you sent it. You’ll have to make sure that you’re able to write down the recipient’s complete name and address so that the letter makes its way to the right hands. Then you must write down your own complete name, job title, and address. As for the date, including the month, day, and year so that the recipient will know exactly when the letter was made.
- Purpose: The recipient will want to know exactly what the letter is for, meaning that you’re going to have to provide the reason. When explaining the purpose, be sure to be direct about it. Getting straight to the point is a must so that there won’t be any unnecessary questions regarding the reason behind the letter.
- Body: It’s here where you’ll be explaining details of the termination such as who is affected by it, the reasons behind the termination, the date in which the termination will take place, etc. Be sure to not miss out on any important piece of information.
- Signature: At the very end of the letter, you’re going to have to close it by stating who you are and placing your signature on top of your name. That way, the recipient will easily be able to verify who the letter is from.
10+ Termination Letter Samples
Simple Termination Letter Template
Business Partnership Termination Letter
Apartment Lease Termination Letter Sample
Business Contract Termination Letter Template
Commercial Lease Termination Letter Format
Contract Termination Letter Example
Early Lease Termination Letter Template
Employee Termination Letter Example
Job Termination Termination Letter Template
Employee Termination Letter Template
How to Make a Termination Letter
Now that you know what should be in a termination letter, the next thing that you’re going to have to do is to learn how to make one. Just because you know what should be inside it does not automatically mean that it will contain everything that the recipient will need to understand the reason behind the termination. There are still things that you have to consider that can help guarantee that the recipient gets all the information that he or she needs.
With that in mind, here are the steps that will allow you to make a proper termination letter:
1. Know What Kind of Termination Letter You Have to Make: Before you begin making one, you need to understand what kind of termination you’re going to have to create. The type of creation letter you will end up making will be determined by the situation you find yourself in. Do you have to make one because an employee has not been meeting expectations? Or maybe you wish to terminate a contract for a particular service? Understand the reasoning behind the termination so that you’ll know the appropriate termination letter you have to make for the situation.
2. Come Up With a Proper Greeting: Once you’re done deciding what kind of letter you have to make, the next is that you have to come up with a proper greeting to the person to whom you wish to send it to. The tone that you set here will determine the tone of the entire letter. Since we’re talking about matters regarding termination, you’ll want everything to sound formal and professional.
So start by writing down “Dear” followed by “Mr.” or “Mr.” and the recipient’s last name. Once that’s done, you must get straight to the point regarding the intentions of the letter. Just make sure to do so in a way that does not seem rude in any way.
3. Provide the Details Behind the Termination: Once you’re done making the greeting, the next thing that you’ll need to do is to provide all of the information the recipient will need to understand the reason behind the termination. You must be able to thoroughly explain everything so that there won’t be any confusions or concerns regarding why the letter was sent.
The reasons will depend on the type of termination letter you’ve made. For example, an employment termination letter would have reasons such as failing to meet expectations or continuous behavior problems in the workplace. This would be different from a tenant contract termination letter where the reasons for which could be because the tenant has repeatedly broken property rules or has caused too much property damage. Again, be sure to point out the reason as clearly as possible.
Once that’s done, provide the date in which the termination will take place. This can be helpful as there are those who may need to prepare some things before the termination takes place. Write down the month, day, and year so that the recipient will know exactly when the termination will take place.
Tips for Making the Termination Letter
- Follow the proper format: When it comes to making letters, especially ones for business-related purposes, it’s very important that you’re able to follow a proper format. Doing so will ensure that your letter looks organized and professional. If you don’t know what format you should use for your termination letter, then you simply need to take a look at the many different examples that you’re able to find online.
- Proofread and edit: Before you decide to send the termination letter, you have to make sure that it’s free from any form of mistakes. This means that you will need to check on your grammar, spelling, and whatever information you’ve written down to see if there are corrections that need to be made. Go through your letter at least twice so that you can spot and immediately fix any mistakes before sending the letter to the person who should receive it.
- Be consistent with the tone all throughout the letter: If you’re going to start things formally, then you should also end it formally. Be sure that you keep the tone of the letter constant by writing down appropriate sentences and ones that are able to state the reason behind the termination without making anything sound rude or condescending.
Types of Termination Letters
You should know that there are many different types of termination letters and that each of them is used for different purposes. Knowing what they are should help you decide what you should make for the appropriate situation. So here are a few examples:
- Commercial Lease Termination Letter
- Contract Termination Letter
- Employee Termination Letter
- Job Termination Letter
- Landlord Lease Termination Letter
- Rental Agreement Termination Letter
In the event that you would like to learn more about the other types of termination letters that you can make, then you simply need to go through our site to get all of the information you’ll need.
Termination Letter Sizes
Just about any business-related document should be in the standard size of A4 or US. This also goes for termination letters. For those who would like specific measurements, then the size would be 8.5 by 11 inches. Should you decide to go with anything that’s larger or smaller, then that will just take away the sense of professionalism that the document must be able to exude. So best that you stick with the standard.
Termination Letter FAQs
How Can I Make a Termination Letter?
You can download any Word application as they should have everything that you’re going to need that will allow you to come up with your very own termination letter. The most common one still used today would be Microsoft Word as it’s easy to use and has the right tools that anybody can utilize.
Is There an Easy Way to Make a Termination Letter?
Yes, all you need is the word application you’ve chosen, a termination letter template, and using the application to customize the template so that you can put in whatever information you wish. If you like, you can make use of any of the templates available in this article.
Although it may take some time and a bit of effort to make a termination letter, you must make sure that you’re able to make one that’s professional and is able to present the recipient with all of the information that he/she needs. So make use of this article to teach you all that you need to know how to make one.