Poor performance, grave misconduct, and company restructuring are some of the reasons why companies terminate employees. Regardless of the reason or the justification for the termination, a company should properly inform an employee about his termination, and this can be done by sending an employment termination letter to the employee.

What Is an Employment Termination Letter?

An employment termination letter is a document that a member of an organization’s management team sends to an employee who will be terminated from his job position. The termination letter informs the employee of the reasons for termination as well as the steps or the required procedures he must fulfill, in lieu of the termination.

Employment Termination Letter in DOC

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Types of Employment Termination Letters

Below are some of the different types of employment termination letters which can be used by companies for their employees:

Employment Termination Dismissal Confirmation Letter – This is the type of letter that companies must use if they intend to inform an employee about the confirmation of the company management for the employee’s termination due to an unauthorized absence. With this letter template, the company or the user will be able to incorporate appropriate information on the letter by changing or editing the parts in red square brackets. Some of the information which must be disclosed in the letter include the dates the letter was sent, the first employee warning notice delivered, and the date of the second warning. You would also have the company’s explanation of the reason for termination, and the actions the employee will have to take.

Employment Termination Dismissal Confirmation Letter

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Employment Termination Letter Information Sheet – The purpose of this sheet is to serve as a guide for companies towards making and sending termination letters. Basically, an employment termination information sheet will state the instructions regarding the points to note in the letter, the do’s and don’ts to be kept in mind, and the list of reference materials and regulations where the instructions were acquired.

Employment Termination Letter Information Sheet

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Employment Termination Notice Letter – In this type of termination letter template, the user or the company’s document-preparer must incorporate the letterhead of the company before filling in or making the rest of the contents of the letter. The letterhead should have the name and the address of the company as well as the company’s logo. Other details to include in the termination letter would be the method of deliverywhether the letter is to be sent electronically to the employee or handed over personally, the name of the person advising the termination, and the general information of the employment termination.

Employment Termination Notice Letter

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Employment Termination Reasons Request Letter – Compared to the aforementioned templates, this letter is not to be filled out or used by the employer but rather by the employee who wants to know the detailed reasons as to why he is being terminated by the company. Specifically, an employment termination reasons request letter will indicate the address of the recipient or address of the company where the letter will be sent, the address of the employee or the location where the response of the company will be delivered, and the signature of the requesting employee. Additionally, the letter must also state the rules or labor policies that should be known by the company in lieu of terminating and sending notices to employees and company staff members.

Employment Termination Reasons Request Letter

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Just Cause Employment Termination Letter – A just cause termination is a type of involuntary termination of an employee who committed a serious violation in the company. In a just cause employment termination letter, the company will be able to state when the termination will be effective, the amount of compensation to be given to the employee, as well as the transition programs and assistance that the company will be providing for the employee, if applicable to the reason of the termination, upon his termination until a specific period wherein he finds a new job position in a different company. Furthermore, the employee must also affix his signature on the allotted area of the letter to document that he was able to receive the termination letter from the company.

Just Cause Employment Termination Letter

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How to Use Our Employment Termination Letter Templates

To effectively use the employment termination letter templates in our site, the steps below must be followed by the document-preparer of the company:

Step 1: Determine the preference and requirements of the company.

There are some companies that have rules and regulations to be adhered to when making forms and documents. Some of the preferences to keep in mind would include the file size limitation for the letter to be made, the format of the letter, as well as its layout and the necessary contents to incorporate into the letter.

Step 2: Choose and click the download button of the template chosen.

The template will be downloaded in a ZIP file for the sole purpose of ensuring that its pages and contents will be secured and intact during the download and transfer process.

Step 3: Extract the template from the ZIP file and open it using an editing tool.

Extracting the letter template from its ZIP file will depend on the software application and the device used. The most common method of extracting the template is by clicking the ZIP file folder to open it and access the template, then by clicking on the extract option on the menu. And after the template is extracted, then it must be edited using an editing tool or software. The contents to edit would be the header of the letter, the body and the explanations of the termination, addresses, names, job positions, and the closing remarks.

The last step is to review and proofread the contents to make sure that it states and includes all the essentials to be informed to the employee. The layout of the letter must also be reviewed, such as the margin and the specific measurements to be considered when printing out the letter to be signed by the authorized personnel of the company.

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