| rmination letter is an important part of the firing | | | | took in progressive discipline. Your termination |
| process. Not only does it provide the employee | | | | letter should briefly summarize the detailed |
| with a formal document, but also it serves as the | | | | documentation you collected while trying to |
| foundation for your termination meeting. By | | | | reform this worker. If the employee engaged in |
| closely following the letter, you will know exactly | | | | misconduct, then briefly discuss the investigative |
| what to say. You will be less likely to make any | | | | procedure you followed to prove it. Describe the |
| comment that a jury could hold against you later | | | | Event that Led to the Firing In the termination |
| if the employee files a wrongful termination | | | | letter, you also must include the triggering event |
| lawsuit. With a good letter, you can uphold a calm, | | | | that led to the firing. Here you describe how the |
| professional manner no matter what the | | | | employee's behavior negatively affected you, the |
| employee says or does in the termination | | | | department, coworkers and the company in |
| meeting. Since it is such an important document, | | | | general. Within this section, you must state that |
| you must consider several key elements when | | | | this final incident has left you with no other choice |
| writing a termination letter. Include the Reason in | | | | than to fire this worker. Wrap it Up Your letter |
| the Termination Letter Some experts advise | | | | should also explain the employee's rights and |
| against including the reason for termination in this | | | | responsibilities. For example, you should list when |
| document. I disagree. Let me explain. The | | | | the employee will receive the final paycheck and |
| employee has the right to know why you are | | | | what his severance benefits are. If you offer a |
| firing him. By including the reason in the letter, you | | | | better severance package in exchange for a |
| clearly state it for both you and him. When you | | | | release, the letter should state this. Also, list any |
| fail to give a reason for termination, it leaves a | | | | items the employee must do before leaving the |
| blank space in the employee's mind. Your former | | | | building like returning keys, pass codes and |
| worker will need to fill in that blank likely with a | | | | company property. Finally, include a line suggesting |
| reason that puts them in the best possible light | | | | that you wish the employee the best in his or her |
| and you in the worst. If he files a wrongful | | | | future endeavors. Sign Off The final element of |
| termination lawsuit, you will have a more difficult | | | | the termination letter is the sign off. The end of |
| time defending your position. Since you gave no | | | | the letter should contain your signature, your |
| reason for firing this individual, the jury will have | | | | name, and your title. There should also be a line at |
| to seriously consider the employee's "made-up" | | | | the end of the termination letter for the |
| reason. However by including a reason for | | | | employee to sign. He must formally recognize that |
| termination in your letter, you explain the basis | | | | he received it. Remain Objective Throughout |
| for your decision. This makes a solid case for the | | | | Keep in mind the entire termination letter must |
| termination, and any lawyer will have a more | | | | remain objective. You should not give your |
| difficult time finding a loophole in your firing | | | | opinions about why the employee failed to follow |
| process. If you have followed the proper | | | | procedures or to work up to expectations. The |
| procedures and have collected the right | | | | termination letter must stick to the facts. At the |
| documentation, you incur no more risk by including | | | | same time, the tone of the letter should be polite |
| the reason for termination in your letter. Include | | | | and truthful. Before holding the termination |
| the Facts This leads to the next item you must | | | | meeting, set the termination letter aside for a day |
| include in your termination letter, the facts. Of | | | | or two and then reread it to ensure it says what |
| course, you need basic facts like the employee's | | | | you mean it to say. Keep it as professional as |
| name and position, and the effective date of | | | | possible. It is also a good idea to have your |
| termination. More importantly, you must include | | | | human resources manager or your attorney |
| facts that back up your reasons for firing the | | | | review the letter before presenting it to the |
| employee. You should summarize the steps you | | | | employee. |