Termination letters are formal documents used to end a professional relationship, usually for employment or contracts. Because of that, it typically can be quite difficult to write and receive, both because of the topic and how easy it is to leave them with hard feelings or unhappiness. This is something no one ever wants so this guide is here to help show how you can craft a termination letter that can make the process easier and prevent any lingering unhappiness.
1, Maintain Professionalism
No matter what happens and why your employee is being fired, you must maintain professionalism in your termination letter. Remember that courtesy is a currency that costs nothing but gets you a lot. This will likely be your final interaction with this person, so if you are letting them go, do not let pettiness and anger get the better of you. Just send them off and find a replacement. Also, keep in mind that this is an official document and if they show an unprofessional letter, it can reflect badly on the company.
2, Explain Your Reasons and Be Clear
Termination letters are meant for the employee to receive closure and get an idea of what is happening. Because of that you must explain your reasons for terminating them and explain why this is happening. So you are obligated to write your reasons for terminating them in your termination letters. This is also important for them on a personal level as it shows them where they went wrong and how they might improve.
3, Provide All Relevant Information
When you hand in the termination letter, things are far from over as it can take some time before it comes into effect and it will mention if your employee is required to do something as well as forwarding them to places that might answer their questions. All of that and more should be placed in your termination letter to ensure maximum clarity. Remember, this isn’t for you to give them official notice, but is also their guide to helping them understand their current circumstances.
4, Give Details For the Final Steps in Your Termination Letters
While the termination letters are meant to be the official recognition of someone’s removal, it is rarely ever the end and there can be multiple further steps necessary before you let them go. Your termination letter should provide instructions to help them finish the process like explaining to them who to talk to and what else they might need to do before they are officially released. This can include talking to HR or finishing any final steps.
5, Express Gratitude
Probably one of the hardest steps sometimes with termination letters is expressing gratitude and thanking them for their service. This is because sometimes personal feelings can get in the way and you can remain angry. But whatever else, the person gave their time and effort to help your business, and that earns them some respect. Even as simple as a thank you can go a long way in making the termination letter seem more professional.
Aside from termination, another difficult letter you can be expected to write are letter of rejection which you can view here.
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