Writing a balanced termination letter that provides a solid ground for termination yet also treats the employee with respect requires considerable tact. Reasons for termination vary greatly, but the primary aim of the letter is the same across the board: to divulge the basic information and steps forward when letting an employee go. With an effective and well-written termination letter, you can reduce the stress and difficulty of the situation and allow both your business and the employee to move forward.
The Key Elements of Termination Letter Writing When writing a termination letter, it’s incredibly important that the document leads to a smooth transition in the workplace and the continued functioning of a business. It is an unfortunate necessity, and treating departed employees with dignity will enhance the profile and standing of your business in the community. Some important points to keep in mind when writing a termination letter: •Begin the letter with a basic overview of the employee’s termination and introduce the reasoning behind the termination decision, along with the date the termination takes effect.
•Expand upon this reasoning in the following paragraph. Divulge the steps the business took to validate the termination, and confirm that the termination complies with policy and with the contract of the employee.
•Provide the steps for both the employee and the business to move forward, including unresolved compensation and reclamation of company property. Also, include available company resources to explore new career opportunities. •Express concern for the future and wellbeing of the employee, and highlight any positive effect or outcome of the professional collaboration. •Be respectful when relaying the reason for termination. Always relate the reasons for termination back to specific company policy that the employee may have violated. •For performance-related termination, provide specific instances where performance was subpar and damaged the overall efforts of the team or business.
Transition Employees Effectively with a High Quality Termination Letter A certain amount of turnover in the workforce is inevitable, and it’s the way that you handle it as a business that will define these transitions as positive or negative. If you can keep your termination letter succinct and direct yet refrain from accusations or harsh incriminations, then you can ensure the situation unfolds smoothly and doesn’t harm your overall business. Finally, you can always utilize a wide range of LiveCareer resources to master the basics of termination letter writing and streamline your business.
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