Observant and Official Example of a Dismissal Letter

| June 28, 2012 | 0 Comments

Our example of a dismissal letter can help you to write a proper and acceptable letter of dismissal. Writing a letter to terminate an employee’s service may seem quite simple and straightforward, but there is certain protocol that must be observed and procedures to follow. Failure to follow such guidelines could result in unnecessary complications for all parties involved. To avoid such unpleasant or even legally unfavorable circumstances, it would be wise follow the outline of our example of a dismissal letter.

Under normal circumstances, written notice is usually required in order to terminate a worker’s employment. Our example of a dismissal letter can be used s to dismiss an employee for reasons such as misconduct, continued absenteeism, or poor work-related performance. Of course, before terminating any employee’s service, an effort should be made to resolve any issues by first addressing them verbally, or in written form. Dismissal generally occurs when an employee refuses or fails to head previous warnings, or accept any help offered.

The Format of Our Example of a Dismissal Letter

As a dismissal letter is regarded as profesional business correspondence, our example of a dismissal letter is formatted in the block style; a popular business letter style. It is both easy to follow and to read, making it the popular choice of most businesses. In this style the text is all justified to the left of the page, and each “block of information separated by a space. The block style also makes it easy for you to edit, as you can cut each block of text and paste it into your own word processing program such as MS Word.

When you are ready to begin composing your own cover letter, you can Download This Example of a Dismissal Letter and edit it on your personal computer.

Step-by-Step Analysis of Our Example of a Dismissal Letter

As mentioned before, dismissal letters must follow particular protocol and procedures while containing the relevant information surrounding the dismissal. You will need to; state the steps you have taken designed to counsel the employee regarding their conduct or performance, communicate the reason for their dismissal, how much notice you are giving them, and when their employment will end. First however, the letter must be addressed, and it should be done so on company stationery containing your letterhead. The employees name and contact information follow, then the date and the salutation.

If you are a small business with no company letterhead, you will place your company’s details in the top left corner of the page as we have in our example of a dismissal letter. If doing so, the entire opening segment will look like this:

Company Letterhead (centered on page or company details as follows):

Mark Smith
Human Resources Manager
Hampton Associates
1200 Broadway
New York, NY
007100

May 14, 2007

Dave Madison
5 Elm St.
New York, NY
007105

Dear Mr. Dave Madison,

The first thing you need to do in your letter of termination is to inform the employee of the purpose of the letter, and secondly, to reiterate what the company requires form its employees. This helps the employee to understand what was expected of them, and where or why they fell short.  Next you can address the particular issue or issues with the employee, an exact explanation of why they are being terminated, how much notice you are providing, and the date on which their employment will cease. Notice how we do that briefly and concisely in our example of a dismissal letter.

This letter is to inform you that your employment with Hampton Associates is being terminated.

As you are aware, Hampton Associates expects its employees to adhere by the code of conduct and business ethics and regulations as set out in their employment contracts. 

In the last three months you have received one verbal and two written warnings regarding your frequent absences and poor performance. We have also provided you with two counseling sessions, and enrolled you in a manual handling course from which you were also frequently absent. 

Next you will need to clearly explain to the employee that they had been forewarned and given every chance to remedy the situation. Let them know when their employment will end, how much compensation they will receive, and wish them well for the future. Our completed example of a dismissal letter will thus look like this:

Company Letterhead (centered on page) or company details as follows:

Hampton Associates
1200 Broadway
New York, NY
007100

May 14, 2007

Dave Madison
5 Elm St.
New York, NY
007105

Dear Mr. Dave Madison,

This letter is to inform you that your employment with Hampton Associates is being terminated. 

As you are aware, Hampton Associates expects its employees to adhere by the code of conduct and business ethics and regulations as set out in their employment contracts. 

In the last three months you have received one verbal and two written warnings regarding your frequent absences and poor performance. We have also provided you with two counseling sessions, and enrolled you in a manual handling course from which you were also frequently absent. 

As we informed you in the most recent letter of April 3, 2007, you were given 30 days in which to improve your performance and attendance or your employment would be terminated. We have done our best to encourage you and to help you to improve your skills, however little effort or appreciation has been shown on your part. 

It is with great regret that the company has no alternative but to end your employment with us effective June 30, 2007. As you are paid on a monthly basis, you will receive one month’s severance pay at that time. You will also receive any accrued entitlements or outstanding remuneration which includes superannuation, up to and including your final day of employment. We also ask that you return any company property in your possession before you leave to your immediate supervisor before you leave.

Rest assured that Hampton Associates will not reveal the details of your termination to any company seeking references. Wishing you all the best in your career,

Sincerely,

Mark Smith
Human Resources Manager

When you are ready to write your own letter of dismissal you can Download This Example of a Dismissal Letter to your own computer and edit it to include the details of your particular situation.

Tips and Useful Sentences you Can Use with our Example of a Dismissal Letter:

  • Always reiterate the steps you’ve taken to help the employee improve their performance/conduct
  • Clearly state the reasons for their dismissal.
  • Provide the length of the notice you are giving and the date their employment will end.

Category: Examples of Dismissal Letters

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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