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Sample Termination Letter Format

Below is a sample of a termination letter format!

However, take the worry out of trying to correctly format a termination letter by using a form that is perfectly acceptable.

The entire purpose of preparing a termination letter is to properly document the reason(s) for it.

Don't forget though that you must still conduct a workplace investigation to make sure you are terminating someone for a good reason(s). No matter if you are using the proper termination letter format or not, you must not go through with the termination until you are confident that you are making the right decision.

If you are in an "Employee-at-Will" State it is still important to document that you are terminating the employee. You may be able to skip listing any reason for the termination, but you will still have a document showing that the event took place.

Here are some basic assumptions that I am using for the sample termination letter below.

Termination Letter Format
Know Information to base it On

...That the employee has a written counseling that was issued for tardiness on March 2, 2008.

...That the employee has a verbal warning (which is in written format) that was issued for insubordination on April 14, 2008.

...That the employee has a written warning that was issued for returning from a break late on June 22, 2008.

...That the employee has another written warning that was issued for willful idleness on September 6, 2008.

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...That the employee violated your company policy on tardiness again on October 24, 2008.

...That you have an employee handbook that outlines a progressive discipline process where should an employee receive three written warning in a twelve month rolling calendar period they would be terminated.

...That you have a copy of their signature on a document showing that they have read, understand and received a copy of your employee handbook, dated January 2, 2007.

...That the employee was issued ten sets of uniforms, and has no keys or other company property.

Sample Termination Letter Format - Third Written Warning

October 25, 2008
Dear Mr./Ms. Employee XYZ:
This letter is to inform you that your employment with XYZ Company has been terminated effective October 25, 2008, for cause.
Specifically, you were late reporting to your shift on October 24, 2008. Your assigned shift begins at 8:00 am and you reported at 8:50 am. In addition, you failed to notify your supervisor that you would be late. Company policy that is outlined in the employee handbook requires that you request time off in advance. You did acknowledge through your signature on January 2, 2008, that you had read and understood the attendance policy outlined in the employee handbook.
In addition, you received a written counseling on March 2, 2008, a verbal warning on April 14, 2008, your first written warning on June 22, 2008, and your second written warning on September 6, 2008. In accordance with company policy as outlined in the employee handbook an employee that receives three written warning in a twelve month rolling calendar period shall be terminated.
You will be expected to return the ten sets of uniforms issued to you.
Based on your company you would place any information about COBRA here.
Based on your state you would place any required information here, such as the final pay, vacation time remaining, etc.
Mr./Ms. Employee XYZ, we do want to wish you success in any future endeavors that you have.
Sincerely,

Company Official's Signature: ________________________

Sample Termination Letter - Third Written Warning

At the termination you should obtain the ten uniforms if possible. It is also a good idea to escort the employee off the property, but show respect in doing so.

Depending on your state laws, you may want to hold final pay until they return the uniforms. If so, state that in the letter. Some states require that you pay all hours worked upon termination, which does not include vacation. However, this does not mean you can drag your feet on paying out any due vacation time.

Remember to include all information in your employee handbook. This helps to eliminate all questions at the termination. It also will help in avoiding a wrongful termination claim later on. If everything is in writing and you have the employees signature, it sure helps. Trust me!

God Bless you and Thank you for reviewing this sample termination letter format!

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SBI!