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Termination Letter - Its Format with Sample Template

If an employer needs to terminate an employee because of layoffs, poor performance or some other reason a termination letter is issued to the employee stating the reasons of termination.

Termination letter is an official letter written at the time of breaking the professional relationship on grounds, such as misconduct, unsatisfied services, performance issues, discipline or breaking the agreement protocols or leaking important issues, leading to the negative business impact on all involved parties. It can be referred as the formal mode to convey the dissatisfaction against another involved party over an action. If an employer needs to terminate an employee because of layoffs, poor performance or some other reason a job termination letter is issued to the employee stating the reasons of termination. Here in this article we will be detailing about the Termination letter format which will help you to learn about how to write a termination letter, at the time it’s needed.

Termination Letter Format

A termination letter should follow a format to convey information clearly and professionally. Find below the entire format of to be kept in consideration while writing a termination letter.  Adhering to a well-structured termination letter format helps ensure transparency and reduces the likelihood of misunderstandings. A Sample Format of Termination Letter for terminating an employee from the Job is given below 

Format of Termination Letter is here below:

Header:

Company’s letterhead should be included with company name, address and contact information

Date:

Date when the letter is drafted should be included

Recipient information:

Name and address of the employee being terminated should be included

Greeting

The letter should be started with greeting the terminated employee by their name

Introduction:

The letter should begin with a clear statement announcing the termination of employment of the employee

Reasons of Termination

Clear and concise reason of termination should be mentioned in a professional way.

Effective Date of Termination

Date of termination should be mentioned clearly.

Notice Period:

In case a terminating employee has to serve the notice period, it should be clearly mentioned.

Return of Company Property:

All the company’s property such as laptop, id cards etc., should be requested to return.

Contact Information:

Provide contact details of HR whom the terminating employee can reach out in case of any concern

Appreciation and Acknowledgement:

Appreciation should be expressed for the employees contribution during his or her tenure. Wish the employee all the best for his future endeavors.

Signature:

The letter should be signed by the HR with his name and designation within the company.


Note: This is a generic termination letter format. Specific details may need to be adjusted based on the company's policies, legal requirements, and the individual circumstances surrounding the termination. It is advisable to seek legal counsel when dealing with terminations to ensure compliance with relevant employment laws.

How to Write a Termination Letter?

While writing the termination letter over an email, one must keep in mind the following pointed difference in termination letter format, which has been discussed below:

  • It is preferred to write the Sender’s details such as: Name, Designation, relation with the target party (whether Vendor or Customer etc.), to get recognized in the context. But in case of sending the letter via an email, it is not needed at all. Sender’s email and Sender’s designation (at the Signature) is sufficient to get recognized.

  • Similarly, while sending the termination letter through email, it is not required to mention Date, as email sending date is considered the letter date, but it is required to write termination date separately, which will be written in letter body.

  • No need to specify the subject separately in the email body as the subject or context of the email will be specified in the subject attribute of the email. However, while sending the letter in hard copy, it is recommended to write the subject, in the letter body.

  • It is also not recommended to mention about the recipient details like address, phone number in the email as these details are preferred to be mentioned in the hard copy of the letter. As today in the era of advanced technology, most of us has e-mail (considered as an e-Address), which is unique and mail sent to an email id is considered safe with assured delivery at the correct destination.

Today, for all kinds of business (B2B or B2C), for the termination process, serving the termination notice through either of the medium (Hard Copy or Soft Copy) is mandatory and getting used widely. Please refer the termination letter samples for various contexts:

How to Use Termination Letter?

Termination letter is given to employee by employer on breach of contract, non performance or bad conduct. Notice of termination can be provided to employee with immediate effect or after serving the notice period depending on the severity of the issue and the employee’s state. To learn about how to write a termination letter and its careful uses, please note the following points:

Key points to be keep in mind while Writing Termination Letter?

  1. Termination letters are legally approved and while writing, one should be aware about it.

  2. The letter should have a humble approach.

  3. Personal issues should not be mentioned.

  4. Being a important document, for the termination process, it is expected to furnish all major required details such as reasons – violation of Terms & Conditions or non-performance, recipient details, any additional action (if decided, along with the termination) very clearly, makes it termination letter for cause.

  5. As it will be inspected by the target party, if required, the letter or email will be parsed by the lawyers and jurors during their discussions to evaluate its validity in the sense whether the reasons are proved explained in it, based upon the fact – it will conclude the decision.

  6. For the party, initiating the termination process, it is necessary to execute notice of termination very carefully, by keeping in mind the company policies and the local laws, any improper or careless actions may lead to illegal termination lawsuit costing the precious time and money. It might be concluded with large fines and cancellation of termination.

  7. The letter of termination can be sent over the email also, which is preferred all around and ensures the message delivered at the right place.

Kinds of Termination Letter

A termination letter is a formal document issued by an employer to end an employee's contract. It outlines the reasons for termination and any relevant details. Find below some of the common types of termination letter. Crafting a clear and respectful termination letter is crucial to maintain professionalism and mitigate potential legal issues. Find various kinds of termination letter listed and explained below to know better about how to write a termination letter also the termination letter format and sample template which we have added for quick learning :

1. Service Termination Letter 

As the name suggests, this nature of termination letter is used for Business to Business type of dealing, where all the participating parties under a common agreement, terminate a service agreement due to the various issues faced. The reasons may be late payments, excessive work etc. by the client. The letter must be addressed to the company head with the exact date of termination and proper reason. It is necessary; the letter must reflect the politeness as well as respect. Refer the termination letter template added below for your learning.

2. Job Termination Letter

Before terminating an employee’s employment because of unsatisfactory performance and/or conduct, a formal notice of termination of employment must be issued addressing the employee, with all required information – such as reason of job termination, any additional action (if any) etc. Refer to the termination letter sample template given below for better understanding.

3. Early Lease Termination Letter

An early lease termination letter is written, to terminate the habitation of a tenant, soliciting to leave the place within a particular time (mentioned in the letter). The authority, must mention the reason for “Early Lease Termination” clearly, in a very polite manner. It is suggested to end the letter with proper thanksgiving and possibly, a suggestion for a new location on rent. Please see the sample template below.

4. Vendor Contract Termination Letter

This kind of letter is addressed to a vendor, offering services, by supplying goods, for terminating any contract with them due to any kind of disagreement or issues in the supply of the goods such as irregular supply, quality issues etc. To settle due payments and have the process in record the letter must contain the effective date, from which the termination of the services is effective along with a clear description of the reason for termination. Please go through with some of termination letter sample & format given below for your reference.

5. Insurance Termination Letter

An Insurance Termination Letter is generally issued by the insurance provider to the client on non-receipt of any mandatory information or wrong information supplied, to cancel any kind of policy. Exact reason along with the termination date is mentioned in the letter, to convey the client about the same. The letter must be very formal, free from any offensive or abusive words. The letter written must show due regret and respect to the existing / prospect customer, ending with thanks and best wishes. Please refer the sample letter.

6. Rent Agreement Termination Letter

Sometimes, to get the house back, the owner of the house, may terminate the existing lease contract by issuing a “Rental Termination Letter”. The letter must reflect humbleness and no personal issues to be mentioned. Refer the sample letter for example.

7. Termination Letter for Student

In the field of education, an educational institution, can issue a termination letter for student, on the ground of poor academic performance or involvement in any unlawful activity etc. The letter must be addressed to the parents / guardian of the concerned student, because the students are subject to depression or temperamental trouble, so it must be ensured to get it conveyed to them in a convincing way, which parents can do. We have listed below various termination letter sample which will surly help, these all sample template are free to download.

Termination Letter Sample Template for Example:

We have added some sample template for example which you can go through and learn from each of the sample about how to write Termination Letter and its Format, All these sample template are  available for free which you can easily download in Doc & PDF for you learning & quick and easy uses.

Read More : Examples of Suspension letter

 

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Termination Letter for Student

​Sample Template


From,

Sender Name

Principal

School Complete Address______

Tel – (XXX) XXXXXXX

Date: _________

To,

Receiver Name________

Address_____________

PIN Code____________

Subject: Termination of your ward

Dear Mr./Mrs. Person Name,

Through this letter, I am very sorry to inform you that your ward, Candidate Name, studying in class Xth, recorded with Roll Number – XXXXXX has been suspended from the school.

As informed to you earlier with letter Dated(_______), your ward has been continuously found to be indulged in several illegal activities within the premises. We have not observed any improvement in his behavior and such cases have only increased. We are unable to go smooth with occurrence of these incidents as these incidents not only tarnish impression but also the name of our institution, for which we are recognized. Identifying the risk created by your ward, our internal discipline committee, headed by me, has decided to terminate your ward with immediate effect, and it is in this regards that we request your understanding and cooperation. However, it has also been decided, to allow him a week, to vacate the hostel and paying the dues (if any).

We hope that you recognize our concern. If you need any further information or assistance, do contact me at my mobile number – (+1) XXXXXXXXXX

Thanking you for your cooperation.

Sincerely,

 

  (Signature)

 

  Sender Name______________

 

  Designation_______________

 

  School Name______________

 

 

 

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Rental Termination Letter

Sample Template


 

From,

Person Name___________

Address_______________

Date:_________

To,

Name_____________________

Address___________________

 

Subject: Rental Termination Letter

Dear Name,

Through this letter, would request you to please vacant the house situated at Complete Address, which you had taken from me on rent on Date, on the lease of 60 Months, from the date of possession, within 20 days, because I have been transferred to the nearest location to the house and we have decided to shift there for our convenience.

 

Your security deposit will be paid, once you vacate the house.

 

Thanking You,

 

Yours Truly

Name and Signature

 

 

 

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Student Termination Letter

Sample Template


 

From,

Sender Address: _______

Principal______________

Address: ______________

Tel: _________________

Date – 00/00/0000

To,

Receiver Address: ______

Address: ______________

Subject: Termination of your ward

Dear Mr./Mrs. Fernandez,

Through this letter, I am very sorry to inform you that your ward, Benjamin D. Fernandez, studying in class Xth, recorded with Roll Number – XXXXXX has been suspended / terminated from the school.

As informed to you earlier (with letter dated (_______), your ward has been continuously found to be indulged in several illegal activities within the premises. We have not observed any improvement in his behavior and such cases have only increased. We are unable to go smooth with occurrence of these incidents as these incidents not only tarnish impression but also the name of our institution, for which we are recognized.     Identifying the risk created by your ward, our internal discipline committee, headed by me, has decided to terminate your ward with immediate effect, and it is in this regards that we request your understanding and cooperation. However, it has also been decided, to allow him a week, to vacate the hostel and paying the dues (if any).

We hope that you recognize our concern. If you need any further information or assistance, do contact me at my mobile number – (+1) XXXXXXXXXX.

 

Thanking you for your cooperation.

Sincerely,

 

(Signature) Principal

 

 

 

 

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Contract Termination Letter

Sample Letter


USE COMPANY LETTERHEAD

 

Date: ________

To,

Contract Person

Designation

Company Name

Company Address

Subject: Contract Termination Letter.

Dear Sir/Madam,

I am writing this letter to confirm that as of (Date you wish to end the contract), I will no longer need to use the services of (Company Name). For economic reasons, I have decided to avail of the services of another company. I have always been pleased with the service your company has offered and it is my wish that we part on good terms,

Since this termination letter is within the notice period mentioned in our agreement I trust that I will not charged any cancellation fees. Please feel free to contact me about any questions you may have regarding the cancellation of our agreement. Thank you.

 

Best Wishes,

 

Your Signature

Name___________ 

 

 

 

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Simple Termination Letter

Sample Template


 

Date:__________

Mr. / Ms. _______________

Address________________

City – Pincode___________

State__________________

Ref: Termination Letter

Dear ABC

It has been observed by the Management that your performance is not up to the mark. Hence your services are not required by the Management.

As per clause _______ of your appointment order dated ________, either party should give two months notice for terminating the services.

Accordingly, the management issue two months notice and you will be relieved from our services w.e.f. ____________.  Please make a note of it.

 

Thanking you, 

For GHKJ Limited,

 

Signature

Name, Manager 

CC:  1. President,

         2. Vice President (F)

 

 

 

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Termination Letter Format

Sample Template for Terminating Employee from Job



Date_________

 

Mr./ Ms. ____________
___________________
___________________

Dear,

This has reference to our letter dated _________ through which we had asked you report back to duty within 48 hours of receipt of this letter. The letter has been delivered to you on _____________. However, neither you have reported back to duty nor has there been any communication from your end regarding your absence.

With this background we regret to inform you that we are forced to terminate your services and to remove your name from the company's muster roll with immediate effect.

We request you to contact the accounts department 7 days after the receipt of this letter for the settlement of your dues, if any.


Thanking you,

For Company name

 

( Signature )

Name & Designation

 

 

 

 

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Job Termination Letter

Sample Letter


 

                                                                                                         Date: _________

 

To:

Name of the employee
Designation _____________

 

Dear Mr. Ms. ____________,
 
I am writing with a wish to terminate my working relationship with your company. Please take this letter as my official resignation from my position as Sales Manager for the company.  My leaving date will be 1st December, this covering by law the thirty days notice I must give you in order to be entitled to my leaving benefits.

I wish to state that there is a lot of unrest within the company and it is not only me who has not been happy in recent months working for the company but there more inside as well. This year we did not receive the pay rise that by law we should, and to make matters worse, our working hours and conditions have been changed and made it even worsened.

I am writing this as a warning that many other members of staff are thinking of taking similar action as me. I have secured a job in a different company, which I wish to remain anonymous, one which will give me both a better salary as well as working conditions.

 

Therefore, consider this letter is mine Job termination letter and would request you to please clear my accounts at the earliest.
 

Yours Faithfully,

 

Signature Name of the person Address

 

 

 

 

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