One important and progressive aspect of the civilized society is that everyone is given the right to due process and proper notification. In line with this, a termination letter is part and parcel of this due process. Nowadays, one cannot arbitrarily terminate a certain agreement unlawfully unless there are breaches.
One must bear in mind that agreements must be complied with in good faith, and proper notification to both parties must be given unless the agreement itself is otherwise provided. To help you write a formal termination letter, we have here 41+ termination letter templates that are of great quality and format. Feel free to download the sample termination letters we have here.
Free Termination Letter Template for Poor Performance
Free Termination Notice Letter Template
Free Termination of Services Letter Template to Client
Free Simple Termination Letter Template
Free Rental Termination Letter Template
Free Job Termination Letter Template
Free Employee Termination Letter Template
Free Contract Termination Letter Template
Free Business Contract Termination Letter Template
Lease Termination Letter Examples
Commercial Lease Termination
Farm Lease Termination
Contract Termination Letter Examples
Termination of Service Contract Letter Sample
Construction Contract Termination
Business Contract Termination
Work Contract Termination
Employee Termination Letter Examples
Employee Contract Termination
Probationary Employee Termination
Patient Termination Letter Examples
Sample Patient Termination
Patient Termination for Non Payment
What Is a Termination Letter?
A termination letter is any letter that notifies the addressee that a certain undertaking must end or is about to end. There is no straightforward definition about it due to its multiple applications. There are several situations that such letters are applied which can refer to an employment agreement, a legal obligation, or any other forms of contractual arrangement.
Here are other points to take note about termination letters:
- Formal letter. A termination letter falls under the classification of a formal letter. This means that it follows a prescribed format. They are mostly used in business, professional letters, and official purposes.
- Grounded on a legal policies and procedures. A termination letter is used because of the laws that prescribed it. Labor, contract, and business laws and policies may vary from country to country. That is why, the one writing the termination letter must consider the prevailing laws of his or her country. For instance, labor laws oblige employers to send a termination letter to their employees as part of their standard procedures.
- They are not synonymous with a resignation letter. It is a common misconception that a termination letter and resignation letters are identical. There are similarities because they both indicate the end of a certain arrangement or agreement. But in the case of a termination letter, it is officially sent by companies or organizations to their employees or members to notify them that they are terminating their contract. On the other hand, a resignation letter is a letter drafted by an employee to advise his or her employer of his or her intention to resign from his or her post.
These are some concepts that are generally associated with termination letters. These are just snippets because as you go over the variety of termination letters, you’ll see that there is so much more you have to learn about them.
What Are Points Generally Included in a Termination Letter?
For reference purposes, here are some of the basic and general components of a termination letter that you must take note of:
- Like any other letter, you must provide the basic details of the recipient such as the complete address, name, and position.
- In a brief manner, identify what are the reasons for terminating the said contract or agreement. If there are violations, feel free to explain and provide them so that the recipient will understand more and can reasonably defend his or herself if ever there are valid excuses for such violation. Furthermore, the letter must emphasized that the company made earnest efforts to hinder such termination such as counselling or coaching, in cases of employment termination.
- If there are other contractual obligations that the recipient must comply with notwithstanding the termination, it must also be mentioned. For instance, the return of company property and reminder about the nondisclosure and confidentiality agreements.
- End the letter formally and thank the recipient for the services or time rendered. In a business engagement, you can express your gratitude as a promotion of good will.
These are some general components of a termination letter. For more specific examples, you can also check out our contract termination letter samples.
Termination of Service Letter Examples
Notice of Termination of Service
Termination of Service Letter to Client
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Employee Termination Request Letter
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Landlord Termination of Tenancy Letter Template
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Business Contract Termination Letter Templates
Free Sample Business Contract Termination
Business Contract Termination
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Free Vendor Termination
Termination of Vendor Services Letter Template
Kinds of Employee Termination Letters
An employment termination letter is considered as one of the widely used type of termination letter. It is also considered as very critical and difficult to write because a lot is at stake. There are also various kinds of employee termination letters based on the type of ground it is founded upon. In terms of kinds, here are the two major ones:
- Employee termination without cause. This kind of termination letter is grounded on reasons beyond the control of the employee. There is no existence of violation of company policies or fault on the part of the employee. The common reasons for such termination are the following:
- Due to redundancy. Under the sound business judgement rule, businesses adopt certain policies or make use of new technologies to make their services more efficient and productive. In line with this, it is inevitable that some employees may be laid off because of redundancy and their services are no longer needed. In here, employees are given pertinent benefits to start again or recommend their services to other companies.
- Due to business failures. In any line of business, it is inevitable that the company encounters great losses due to market changes and failures. Even if its against the will of the company, there is a need to terminate certain employees because they can no longer support them and ultimately to preserve the liquidity of the company.
- Employee termination with cause. In here, certain employees are laid off because of their actions. The actions could pertain to employee’s violations of company policies, negligence, and many more.
- Due to misconduct. In here, when employees deliberately violate company policies such as abuse of authority, harassment, and other unprofessional behavior.
- Due to abandonment and non performance of work. If the employee fails to provide the company the standards and level of productivity they are needing after several company interventions such as coaching, counselling, and training. Abandonment, on the other hand, happens when the employee deliberate does not attend to his or her work without notice or authorization.
These are just some important kinds of employee termination. It is important for you to know them because the tenor and manner of writing the letter depends on the said grounds.
Diversified Termination Letter Templates and Samples
Aside from our list of employment termination letter samples and templates, we have an array of templates for you. Here are some brief description of our featured templates:
- Rental termination letter template. This type of letter is used when the landlord decides to end the tenants lease contract with the former. There are various grounds for such termination and it varies from country to country. Some common reasons are when the landlord wishes to use the property for other purposes or when the tenant fails to pay his or her rents for three consecutive intervals upon demand.
- Vendor termination letter template. This type of letter is written when the vendor’s client wants to terminate the services of the vendor which can refer to a catering, retail, or any kind of lawful business. There are various reasons for such termination. It can be because the client’s business is failing or the vendor fails to satisfy the client’s standards. It can also due to material breaches of contract.
- Business contract termination letter templates. In cases, that the contract entered into by business no longer becomes beneficial to them, they terminate it. Some other reasons can be about forces beyond their control like disasters, fraud, breaches of contract, and any other pertinent causes.
- Patient termination letter templates. Physicians are also given the right to terminate the services of their patients if certain grounds exists that are sanctioned by law and medical-related policies. For example, the patients keeps on missing appointments, then that can be a ground for writing a termination letter.
These are just some of our featured termination letter templates. They can serve as your reference and guide in making a letter of your own.
Rental Termination Letter Templates
Landlord Rental Termination
Termination of Rental Letter by Tenant
Rental Lease Termination
Voluntary Termination Letter Templates
Employee Voluntary Termination
Tenancy Termination Letter Templates
Notice of Tenancy Termination
Tenancy Contract Service Termination
Tenancy Agreement Termination
Sales Termination Letter Templates
Sales Contract Termination Letter Template
Sales Agreement Termination
Sales Employee Termination
Termination Letter Formats
4 Basic Steps to Consider before Terminating your Employees
Going back to the rationale of a termination letter, it gives a professional notification to the employee and serves the ends of due process. It is also important on the part of the company because it is a way to avoid malicious suits that the employee may file against them because the grounds for termination were not clear or explained properly or worse the grounds did not apply to the conducts of the employee.
In line with this, here are simple steps that we consolidated from various researches and trends about the dynamics and processes of terminating an employee:
- Document everything. An effective, complete, and sufficient termination letter is based on a comprehensive documentation and records. Without proper records, you cannot substantiate your grounds and reasons. It would purely be speculative and hearsay.
- Ensure that you set the expectations and responsibilities of the employee in a clear and consistent manner. Ensure that the employee understands the contents of the employment contract before he or signs it. Explain thoroughly his job description and scope of work. Ultimately, implement consistent policies. These are important so that your termination letter’s merits will not be questioned by the employee.
- Ensure that standard employment procedures are followed. Before a termination letter is used, you must suffice all legal procedures and requirements such as employee evaluation and assessment, counselling, giving of warnings, mediation, and other earnest efforts. This is significant so that you can include and indicate in the letter that you made diligent efforts but the employee refused to respond to such interventions.
- After everything you’ve done and still the employee did show any intention to change or improve, then by all means draft and write a termination letter.
Dos and Don’ts of Termination Letters
Indeed, termination letters are pivotal formal letters used to end specific transactions. Without them, the business, employer, organization, or company can be susceptible to legal actions and suits. Here are some do’s and donts to take into account:
- Do check and review the provisions of the contract that binds with the other party. In any agreement, the contract is the guiding rule. One aspect of termination is breach of contract. Ensure that the breach provision is really in the contract. To help you more, you can seek for professional legal advice for further help and considerations.
- Don’t terminate the agreement based solely on speculations and hearsay. Ensure that you can prove factual events with legitimate references such as records and documents.
- Don’t delay the termination. Delaying the proceedings may provide or give the other party a chance to subject you to certain violations in the contract. Be prompt in pursuing your actions.
- Do consider all factors before terminating an agreement. In the business world, business promote their good will. Ensure that your reputation would not be affected with such termination.
- Do consider the costs of termination. In the course of terminating a certain contract or obligation, if you’ve reaped more expenses that benefits, then its not worth it.
These are some dos and don’ts that you can consider before preparing your termination letter. Utmost care and discernment must be observed before deciding on the matter. For more best termination letter templates and employee termination letter, access the provided links. Enjoy your stay at Template.net!