Termination Letters

Termination Letters

Writing termination letters may not be the most pleasant of tasks, but if the situation so demands you must be in a position to do so.  Termination letters must be given only after several attempts have been made earlier to resolve the issue on hand with the employee.

While writing a termination letter it is important to remember that it is a legal document and must include facts and reasons for the termination.  Substantiate the reasons with days, dates and other valid details.  Do not make sweeping statements about the unsuitability of the employee to continue to work.

It is best to recount all the measures taken up to this point, including disciplinary discussions, meetings, etc. to resolve the situation.  Mention that you are resorting to this choice after all previous efforts have failed.  Quote company policies in such matters.

It is important to strike the right balance between stating the reasons for termination and concern for the employee’s future.  Refrain from using rude and accusatory statements.

Be specific about the effective date of termination and the formalities which need to be finished.  Conclude by offering best wishes for the employee’s future.

Termination Letters

Termination Acceptance Letter


Denise Dutton,


Haigh Claire Company,

#45, Shipley,

West Yorkshire,

London, BD17

Date: 21st May 2012

Subject: Receipt of termination and its acceptance

Dear Mr. Denise,

We  have received your letter with regard to termination of the agreement that was entered into by our company with yours for supply of stationery. We very deeply regret to lose on a good client like you. We are hereby enclosing a pending invoice which is raised for the sample stationery supply that was sent across to your company last month. As per the terms of agreement we have to be paid even for the sample supply that is sent across by our company.

We have had a great relationship with your company though short lived. It has been a true pleasure associating with a huge company as yours. I hope that we will get an opportunity to serve you better and have a business relationship once again sometime in future. Please feel free to contact us for any of your office supplies needs. Also enclosing the invoice that you company has to pay along with individual description of items that have been sent to your company.

Thanking you for everything.

Yours truly,

Kay Alan,

Sole Proprietor,

Alan Office Supplies Ltd.

Termination Letters

Termination Letter for Absenteeism


Stephen Sample,

#43, Barry,

South Glamorgan,

London, CF62

Date: 19th June 2012

Subject: Termination for services due to regular absenteeism

Dear Mr. Stephen,

This is to inform you that you are terminated from services as a Trainee manager in our company from this very month. It is indeed quite alarming to notice the rate at which you have absented yourself from work. It has hardly been two months since you have joined our company as a trainee manager. But there has been absenteeism noticed in your employee records almost every third day in a week. The staff rules of our company permit only one leave per month for trainees and you seem to have taken almost 5-6 days each month. I hope you remember that we are a professional organization and this kind of irresponsible behavior is just not acceptable.

You have taken our organization for granted and have been absenting yourself without any valid reason. If you think that being in training period you can take so many leaves then after regularization of services you will never know your working boundaries and rules. We are sorry that we will not be able to employ you and terminate your services with effect from last day of this month itself.

Yours truly,

Jennifer A Wilson,


Tracy Solutions Ltd.

Termination Letters

Termination Letter for Fraud


Wright Clark,

#9, Nottingham,


London, NG9

Date: 20th April 2012

Subject: Termination from services due to frauds in accounts

Dear Mr. Wright,

Please be informed that you are terminated from services of our company as an Accountant with effect from 21st April, 2012. This is the decision taken by our company’s Board of Directors after conducting a thorough investigation of the fraud that took place last month in our company. It has been observed that you were involved in the fraud against the company by joining hands with our competitors. It has also been revealed in the investigation that you have disclosed sensitive information of the company to the competitor companies which has caused huge financial loss.

It is absolutely not possible for us to forgive such a grave mistake which has cost the company loss apart from reputation issues.  I am sure no company will tolerate such a huge fraud right under its nose when the culprit has been identified.

Apart from terminating you from the services we also plan to initiate legal action against you shortly for recovery of the funds that have been embezzled. It is in your best interest to return back the amount that has been taken from the company while we may consider not taking any legal action against you.

Hope to hear soon from you.

Yours truly,

Thomas Brennan,


Brennan Infomatics Ltd.

Termination Letters

Termination Letter for Misconduct


Mark Pemberton,



London, OL2

Date: 15th December 2011

Subject: Termination from services due to misconduct

Dear Mr.Mark,

We would like to inform you that you have been terminated from your services to our company in the capacity of a Manager-Admin. This is due to the fact that you have shown misconduct at multiple occasions with other employees of the organization including your superior. This kind of an irresponsible behavior cannot be tolerated at all.

We are a professional organization and your bad behavior has a negative influence not only on other employees but also on the reputation of the company. We are a company that believes in nurturing a strong value system among its employees which is the very foundation of our company for so many years.

Usually we are a company that is very employee friendly and have given you sufficient opportunities to change yourself. But we have noticed that there has been no change in you conduct leading to a lot of turmoil among other employees. After repeated misconduct the top management is compelled to take this harsh decision to terminate your services from 1st Jan 2012.

We wish good luck for your career future.

Yours truly,

Cole Benetton,

HRD Manager,

Symposium Group of Industries.

Termination Letters

Termination Letter for Student


Elenora Gomes,

#10, Edinburgh,

London, ED10

Date: 29th May 2012

Subject: Termination as a student

Dear Ms. Elenora,

We hereby inform you that you are terminated as a student from our institute right from today and request you not to come to our Institute here after. We were forced to take this harsh decision on account of your irresponsible and undisciplined behavior which is a major concern for us.

There are multiple times when we have warned you from coming late to the Institute, passing obnoxious remarks at teachers, giggling in the classroom when teacher is teaching etc.  This kind of behavior cannot be tolerated under any circumstances in our Institute as you are setting a wrong example for the other students in our Institute. The other students are so well behaved and give importance to education while it hardly matters to you.

We hope that you will change yourself soon or else it will be detrimental to you and your parent’s reputation as well. This may result in permanent damage to your future and career which your parents will regret a lot.

Hope to see you as a changed person soon and wishing you good luck for all your future endeavors.

Best of Luck.

Yours truly,

Jone Redman,

Chief Superintendant,

Brilliant Institute

Termination Letters

Termination Letter for Non Performance


Duncan Hopkins,

#3, Erskine,


London, PA8

Date: 25th March 2012

Subject: Termination as a Sales Manager for Non Performance

Dear Mr. Duncan,

This is to inform you that you are terminated from your services to our company as a sales manager with effect from 01st April 2012. We have taken this decision after a very thoughtful discussion between the board members and senior officials.

Even after multiple warnings to improve the sales figures in the regions assigned to you, there has only been miniscule improvement that you have shown, where as sales manager of other regions with similar area and exposure have shown double the sales performance and your regions still remain in losses. During the last few months there has been nil performance in your region. You have not been able to generate new business nor sustain the existing business for the company. At this rate we will be forced to close down operations managed by you which is something that the top management does not want.

Therefore we have decided to terminate your services and do not require you as a sales manager for our company.

We thank you for your association with our company so far.

Yours truly,

James Enor,

Manager-Human Resources,

Dartford Company

Termination Letters

Volunteer Termination Letter


Richard Adjei,



London, PA5

Date: 5th March 2012

Subject: Termination of services from our company as a volunteer

Dear Mr. Richard,

We are writing this letter to inform you that your services as a volunteer are no longer required for our company. You should recollect that on many occasions we have asked you to show improvement in terms of customer service in which you have not shown any improvement. Apart from this we have also observed that you have been talking ill about our company with the clients and individual customers as well.

The top management of our organization is of the opinion that if you continue as a volunteer with us, it will affect the reputation and financial performance over a period of time. Keeping all these aspects in view the management has decided to rid you of your services as a volunteer.

You will be terminated of your services as volunteer with effect from 10th March 2012 closing business hours.

We wish you best of luck for any job that you take up in future and hope that you will improve your attitude towards the company for good at least from now onwards.

All the best.

Yours truly,

Norman Lewis,


Innova solutions Ltd

Termination Letters

Termination Letter to Teacher


Pamela Bradley,

#3, Antrim,

Co Antrim,

London, BT41

Date:22nd June 2012

Subject: Termination of services as a teacher

Dear Ms. Pamela,

We regret to inform that you are terminated from services as a teacher in our educational institution. We have made multiple requests to you to improve your ways of teaching for the past so many years. Despite these you have not shown any significant improvement in the same and as a result we have only 50% of the students in your class who have faired well in the exams and the other 50% students have scored least grades in the exams. While others teacher are doing their best and the performance of the students has improved tremendously, your students still lag behind in academics.

Even during the current year the students in your class have done very poorly which is detrimental for the progress of our school. Due to the poor performance of the students we have had less admissions this academic year leading to a lot of financial loss and also deterioration of reputation of the school. As a result the school management has decided to terminate your services as a teacher from this very month.

We wish you best of luck for your future where you plan to work.

Thanking you.

Yours sincerely,

Samantha Gomes,


Newton School.

Termination Letters

Termination Agreement Letter


Louis Banks,

#43, Ipswich,


London, IP6

Date: 6th May 2012

Subject: Termination of agreement between you and our company

Dear Mr. Louis,

We are sorry to inform you that the agreement entered by you and our company for supply of office stationery stands terminated with immediate effect. Though we have initially entered into an agreement for a period of one year for the same, we are forced to terminate the agreement. We are terminating this agreement due to the sample stationery supply received from you on 01st May 2012. The sample that we received was neither up to the standards specified by us in the agreement nor was it is usable condition when we received it at our end. As a result of the defective stationery material my company has suffered a huge loss of time and also some valuable clients.

Even after multiple reminders and requests made to you, there has been no proper response and replacement of the defective stationery items received at our end. We are very disappointed with the negligent behavior and do not wish to continue the agreement any further.

As there are no dues from our side, the agreement is cancelled with immediate effect and we do not wish to have any business relationship you even in future.

Thanking You

Yours truly,

Jonathan Condon


Maco Office Supplies.