Termination letter is a formal notification letter written in order to terminate some agreement or contract such as termination of business dealing, an employee, tenant, and so on. It serves as a legal document of dismissal. It covers all the pertinent facts regarding the agreement and its termination. It clearly spells out the reason of the termination and the exact dates of effectiveness.
There are several examples of such letter for instance, patient and medical facility, vendor and client, business associates, employer and employee and so on. You may find countless samples of this letter but usually generic form letter fails to deliver the actual purpose of writing. Consequently, it is always good to draft your own letter according to your content and requirement.
Here we have presented some easy tips of writing to make the termination letter effective.
- Compose it on your official letterhead as this is very serious and crucial correspondence between two parties.
- If you do not have one, write your name, title (if applicable), organization (if applicable), address and contact details on the top.
- Enter the same details of the recipient.
- Write down the current date as date is very important for this purpose. Do not abbreviate the dates as it may create ambiguity.
- Create a short and snappy subject line. Include some key points in the subject line. It should be crisp and significant.
- Start it with a formal salutation according to the recipient.
- State the purpose of writing in the opening lines. Spell out the exact message in the first paragraph without providing any background details.
- Mention the exact decision and its effective date.
- Expand the key points that you have mentioned in the first paragraph. Middle paragraph is the place to provide details of the matter.
- Mention the unpleasant behavior, disappointing performance or whatever the reason of the termination. Discuss all the aspects without getting into intimidating or unpleasant manner.
- Write down the tenure of the employment or the contract in subject. If it is for an employee mention the years of his service and thank him for his contribution in company’s growth.
- Figure out his job responsibility and his achievements if there is any.
- Clearly inform him about what has gone wrong such as the poor performance, behavior, financial issue or further.
- Mention all the points related with the financial aspects of the termination for instance, if there is any outstanding payment, insurance cover etc exists. Always deal this section of the letter with great care.
- Write some soothing lines in the last paragraph. Add some lines to express that you have enjoyed working with him or his performance was good in previous years etc.
- Express the gesture of sorry in the end and make him understand that the reason behind the termination is inevitable. In any case, avoid including any derogatory lines as this document also serves as a legal document.
- Mention it clearly if you have attached any document with it. Create an enclosure notation in the end to present it without ambiguity.
- Wish him luck for his future endeavors. It gives a personal and friendly touch to the whole communication.
- Close it with a well-wishing phrase similar to “best regards” or “best wishes for future endeavors”, it will show your sincerity and professionalism.
- Put the signature of the authorized person and hand it over to the recipient.
Other Categories of Termination Letter Writing Tips:-
Tips for Writing a Termination Letter
Termination letter is written to notify someone formally that he or his contract has been terminated due to some rational reason.
Tips to Write a Employee Termination Letter
We have provided some effective tips to make your writing employee termination letter.
How to Write a Contract Termination Letter
If you wish to terminate a contract that you had signed for some service