How to Write a Disciplinary Termination Letter
- 1). Identify a valid reason for firing your employee. As a manager or business owner, you may hire and terminate employees at will. However, if you are doing so because of poor conduct, it is a good idea to document each incident of the employee's misbehavior. Keep notes of specific offenses and on which dates they occurred. Also record any verbal or written warnings you have issued to the employee. If the employee violated guidelines written in your company's handbook, show proof.
- 2). Begin structuring the letter. A termination letter should be written like any business letter. On your company's or department's letterhead, the date on which the letter is written should be written on top. Under the date, the employee's name and address should be printed, followed by a salutation that begins your letter. Text should be left justified.
- 3). Construct the body of the letter. Begin by greeting the employee. A simple, "Dear, Mr. Smith" is sufficient before creating lead sentences and the letter's body. Your lead sentences should be succinct, revealing the nature of the poor conduct. For example, leading sentences and the body can read: "As you know, We pride ourselves in creating a safe office environment at ABC Financial. We feel that, when our employees work together harmoniously and without dramatic disruptions, we are a productive organization. We also feel that, because you have been warned on two occasions about your angry outbursts toward our office staff, your third offense cannot be tolerated. I feel your recent behavior, after being warned, is grounds for termination. I therefore regret to inform you that your services are no longer needed."
- 4). Explain the details of the termination and end the letter. Depending on the nature of his offenses, your employee should understand he is being fired by the second paragraph. By the third or fourth paragraph, explain the details of the termination. An example would be: "Per this letter, your last day of employment with ABC Financial will be Friday, August 12. You are to return all company property you have in your possession and vacate your office on or before that date. You will be paid through Friday, August 12, and receive your final paycheck on the next payroll date, which is Friday, August 19. If you have any questions, please contact me before August 12. Sincerely, Mike Webster, Director of Sales."