How to Write Termination Announcement Letter?

As a professional business manager, terminating an employee is one of the hardest things to do. A termination letter is written to fire an employee. Informing employees that one of their colleagues has been terminated is a tough job. An employee is terminated against his or her will on the grounds of low attendance, poor performance, forgery, layoff, etc. Not only is it a difficult conversation to have, but it can also cause unease in the workplace.

The way you communicate the termination announcement will depend on how many employees you have and the nature of the business. An HR Manager is responsible for hiring and firing an employee in a company, and he or she need not require explaining the reason for the termination, although it is a good practice to let the employee know the reasons so that it may not seem like injustice. It’s important to carefully and strategically inform the rest of the team so as not to disrupt the flow of work in your business. Do wish the terminated employee well if this was a layoff situation.

A termination announcement doesn’t need to sugar coat the facts. Once the termination of an employee is done, it is necessary to convey the same message to the whole organization in a positive way as carefully as possible to keep the productivity up. Just be sure to include information about to whom employees can turn if they have any questions. If presented wrong it can lead to gossip and a general work slowdown. Employees will appreciate if they are given honest and clear information about what is happening in the workplace. The vendors, customers, and clients associated with your business are also required to be informed about the termination of a particular employee; and should be well-versed to discontinue any authorized services on his or her behalf. Don’t include information about why someone was terminated. This information is confidential and doesn’t need to be shared with the entire organization.

Termination Announcement Letter Writing Tips –

  • The tone of the letter should be as friendly and polite as possible.
  • The terminated employee should be asked to hand over all the company documents,
  • The termination reason need not be mentioned unless it is due to a layoff.
  • Clearly, state the actual leaving date.

Sample Format,

To,

Employee/Employee’s name…

Department Name…

Date: DD/MM/YY (Date on which the letter is written)

From,

Your name…

Job Designation…

Subject: Letter of Termination

Dear (Name of the employee/Employees),

This letter is to inform you that your employment with our organization has been terminated. You no longer hold the post of (employee’s post)  in our company effective from tomorrow. (Describe in your own words). You will receive the paycheck for your service once you have signed and returned the enclosed release of claim document. (Describe all about the situation).

Furthermore, you are requested to return the security swipe card, your office key, and any company-owned files or data before leaving. (Describe your requirements)

We apologize for any inconvenience that this termination may have caused. (Cordially describe your greetings). Please feel free to contact us if we can assist you during your transition.

Warm Regards,

(Name of the sender)

(Designation)

 

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