Tips for Writing Formal Termination Letters


At times, it may be necessary to terminate an agreement you may have made with another party. Perhaps the most visible tool for this purpose is an employee termination letter. In such cases, your cancellation would presumably be based on the party violating one aspect or another of your agreement.

Of course, it should be noted that employment termination letters are hardly the only tools available to you if you were looking to terminate an agreement. After all, since there are a number of different agreements you can enter into with other parties, it follows that there are different letters for canceling different kinds of agreements, such as agreements for rent or services.

Sample Employee Termination Templates

Employee Termination Letter with Notice Period Download

employee termination letter with notice period download 1 3 788x1115

Free Termination of Employment Letter Template Sample

free termination of employment letter template sample 32 788x1115

Sleeping on the Job Termination letter Template Printable

sleeping on the job termination letter template printable 11 788x1115

What to Include in Formal Termination Letters

Every kind of document, including different kinds of letters, must have particular elements present for it to be able to do its job properly. In the case of termination letter examples, those elements would be related to the idea of terminating some kind of business relationship. With that in mind, some of those components include:

Statement of Intent

Specific official documents like termination letters need to include a specific statement of intent. Such official documents need to specify their intent so as to make the exact purposes of the document clear for transparency and ease of record-keeping. In this case, the letter needs to state its intention to terminate an arrangement from the very beginning.

Date of Service

It is also vital that you include the date of service of the letter. This is important so as to be able to prove that you really have served the letter to its intended recipient, and that they have been given fair warning. Also implied in stating this date is any grace period provided to the recipient for them to make any arrangements and get all their own affairs in order.

Recipient’s Name

Adding the recipient’s name serves to make clear exactly who the subject of your letter is. This also removes any ambiguity, and makes clear that particular recipient is the one with whom you are terminating a relationship. The necessity of adding the recipient’s name is meant to serve the purposes of record-keeping, so that there is documentation of your termination of business with the recipient.

Property’s Address

This is generally more relevant in the case of terminating arrangements that have to do with property, such as rental agreements. In such agreements, it would be necessary to list the address of the rented property so as to make that clear. Official documentation always demands that every aspect of these arrangements be made as specific as possible for the sake of clarity.

Reasons for Termination

It is usually wise to include the specific causes that led to your decision to terminate such an agreement. This is particularly so in the case of termination of employment, as you presumably did everything in your power to retain your employee. However, you can still see this in other kinds of termination letters, as this serves to list specific unacceptable conduct that made the relationship not viable.

Reference to Specific Bylaws

In order to bolster your decision to terminate your agreements, you may want to refer to specific laws or guidelines that may have influenced your decision. After all, if the other party committed acts that brought you to your decision, it is likely in violation of some aspect of the law or your agreement. In that case, it would help your claim to mention exactly how the other party violated some tenet of your contract agreement that justifies your actions.

Record of Past Actions

You may also prepare yourself by including any past actions related to the reasons for termination. After all, if there has been some kind of pattern of behavior, your arguments for terminating the agreement can only be strengthened by referring to such past infractions, as well as any steps you may have taken to address the issue earlier.

Rental Agreement Termination Letters

Printable Rental Agreement Termination Letter Template in PDF

rental agreement termination letter template pdf download page 001 788x1020

Free Sample Rental Termination Letter from Tenant Word Download

rental termination letter from tenant download 1 788x1020

Sample Lease Termination Letter Free Download

sample lease termination letter free download page 001 788x999

Types of Formal Termination Letters

While employment termination letters might be the most widespread kind of termination letter, or at least the one most likely to leap to mind, you should also be aware of other kinds of letters. As there are other kinds of agreements that you could make, there are also specialized termination letters for ending such agreements like lease termination letters. In brief, some of those kinds of letters can include:

Lease Termination Letters

These letters are meant to allow you to terminate any rental agreements you may have with your tenants early. This can occur in spite of a lease agreement dictating a specific period of the tenant’s occupation. There are a number of reasons one can violate a tenant agreement and find himself evicted early such as noise, keeping pets, destruction of property, etc. In such cases, it would be within the landlord’s rights to evict such a tenant in order to protect his property.

Employment Termination Letters

These letters may be the most common kind of termination letter, but although one might think that an employee is most likely to have their employment terminated for misconduct, it is not the only reason. One reason why one might have their employment terminated is an inability to fit in with a company’s corporate culture. In such a case, it would be necessary to fire such an employee for his own good, to say nothing of the company’s.

Service Termination Letters

These are much like employment termination letters, albeit the other party does not work under you. Instead, you entered into a business arrangement of some kind. The result of service termination letters is essentially the same, though, as you are canceling a business arrangement for some kind of perceived infraction on part of the other party. Of course, you may also have other reasons for ending the relationship, such as finding a more convenient supplier, in which case you would simply be making a business decision.

Construction Termination Letters

This is another kind of termination letter dependent on the other party committing some kind of infraction to damage their relationship with you. Some reasons why you might want to break off such a relationship could include unprofessional behavior or lack of payment. It may also interest you to know that you can find examples of letter templates that can suit your needs no matter which side of such an arrangement you may find yourself on.

Free Termination Letter Templates

Simple Termination Letter Mail

simple termination letter mail page 0011 788x1020

Example of Work Termination Letter

example of work termination letter page 0013 788x1020

Letter of Termination of Contract with Supplier

letter of termination of contract with supplier page 003 788x1020

Elements of a Generic Termination Letter for Cause or Performance

elements of a generic termination letter page 0011 788x1020

Tips for Writing Formal Termination Letters

When it comes to using different kinds of templates and documents, there are always some tips that you should be aware of. This is meant for your benefit, so as to allow you to use such tools to the fullest and so that you are assured of using them properly. In the case of different contract termination letters, some useful tips that could benefit you include:

Be sure to check the formatting.

Being that these are very clearly official documents, it is vital that you make sure that the format of your termination letter is consistent with proper business letter standards. After all, in order to maintain that air of respectability, your letters need to look professional so as to be taken seriously. Besides, if your letters ever end up part of any legal action, it would look better for you if they were professionally made.

Make sure to have a record of past actions.

This allows you to have evidence to back up your decision to terminate an agreement. This is especially the case if the situation escalates to legal action, as then you have more evidence to support your claims. This also serves to prove that your decision is not a disproportionate overreaction, and that the decision is a last resort made in light of more measured responses.

Keep your letter straightforward.

These kinds of letters are always meant to be as to-the-point as possible. With that in mind, it is always best to stay focused on the topic, especially in the case of terminating an employment. In such cases, it is best to get to the point and make clear that the decision is final. This also serves to get the matter over and done with as quickly and conveniently as possible.

Be specific.

It helps your cause to refer to any specific events, particularly if there has been a specific pattern of behavior that led to you making your decision. And in case of legal proceedings, listing such specific instances can help ensure that your decision cannot be used against you. Having such reasons serves to insulate you against lawsuits claiming unlawful termination.

Feel free to use templates as guides.

Tools like free termination letters can also serve as guides to help lead you through the process of making your own letters. While the templates and samples will obviously not correspond to your own needs perfectly, that is not to say that you cannot glean insights from the templates that could help you.

So if you happen to be in a position of responsibility, then these insights may well provide you with help when writing your own termination letters, for whatever reasons you may have.

You may also like


Read More Articles about