How To Make/Create a Termination Letter [Templates + Examples] 2023

Build a Termination Letter Template – Step-by-Step Instructions

Organizations, businesses, and management create formal and informative termination letters to individuals using word-processing software and applications offline and online, like Microsoft Word, Google Docs, and Apple Pages. Each software enables individuals to construct a structured termination letter to answer questions and queries about the reason behind the termination notice from management to an individual.

• Step 1: Address the Individual with a Salutation

  Start your termination letter by addressing the individual at the beginning of any formal letter by indicating their name, either writing their first name or last name. The next part of the opening contains a salutation, helping the writer to build a tone for the entirety of the letter for formality.

• Step 2: Indicate the Purpose of Writing the Letter

  The first paragraph of the termination letter identifies the purpose of your writing the letter to the recipient, whether it is for terminating their term of employment or their stay as tenants in a place they are renting. When writing the purpose for an employment termination letter, indicate their job position or role, mention the company name, and write the effectivity of the termination date.

• Step 3: State the Reason/s for Termination

  The next section of the termination letter highlights the reason or reasons behind a business or management terminating a contract with the forenamed individual. When writing the grounds for termination, cite examples of the action or actions the individual commits and reference it to a part of the agreed contract with the signing date.

• Step 4: Identify the Next Steps of the Termination Process

  The next paragraph of the termination letter identifies the next steps that the individual must undertake with the management or the company. When documenting the information about the process individuals must perform, ensure to indicate everything clearly and concisely to avoid any more confusion between the parties.

• Step 5: Write Closing Statements and Remarks

  Write the closing statements for the termination letter, showing empathy for the situation and the individual receiving the termination from the management. Indicate the remarks and sign the name and position of the individual writing the letter, in this case, the HR manager of the company.

• Step 6: Select the Appropriate Termination Letter Template

  Navigate to a web browser and visit the Template.net website for examples, look at the termination letters landing page to look for termination letter templates, and edit and download the document through word-processing software. Choose a template to represent the type of termination letter you are writing, considering the purpose and reason for writing the letter, including the audience you are preparing the document for.

• Step 7: Select the Termination Letter Template

  Click on the image of the termination letter template you want to use; for this example, the termination letter during probation period template. Choose a file format from the right portion of the template window to download and edit the document through the Free Download button after logging into your Template.net account.