FREE How to Write a Termination Notice [ With Samples ]

Time will come where there may be a need for you to let go of an employee. The process of terminating an employee can be one of the hardest things to do in the workplace. You have to make sure that you are following the correct protocol and that you are abiding by the labor laws to ensure that you are not stomping on any of your employees’ rights. You should also put in mind that this process is not going to be easy and that all of the reasons you will be giving are all valid. This makes doubts and questions that your employee might have lesser and you will have an easier time explaining to him/her what happened.

To make a termination in the office official, you should come up with a well-written termination notice that will explain all of the things that the employee needs to know about the termination. To help you out with this, we will give you a simple guideline that you can follow with regards to drafting a good termination notice. We have also included a few free notice forms that you can use as a guide to making your very own termination notice. Check out all of this and more by reading through this article.

Basic Employee Termination Notice Form

Free Termination Notice Sample in PDF

Notice of Termination Form Template

Employee Termination Notice Form

Rental Termination Notice Sample

Contract Termination Notice

What Is a Termination Notice?

A termination notice is basically an official document that the company gives to an employee. This document explains why there is a need for an employee to be terminated. Aside from the reasons of termination, it also outlines the effective date of termination, whether it is immediate or there is a specific number of days that the employee needs to render.

Types of Termination

There are three types of termination that we would like to share—voluntary, involuntary, and mutual termination.

• Voluntary Termination. Voluntary termination is basically the initiative of the employee to leave his/her position in the company. In other words, an employee resigns from work. An employee might resign for a number of reasons. It can either be positive or negative.
• Involuntary Termination. An involuntary termination occurs when an employer decides to let his/her employee go for certain reasons. When an involuntary termination happens, a termination letter is usually given to the employee in order to inform him/her of this unfortunate situation. For example, when an employee has had poor performance in the company, he/she could receive a termination letter due to poor performance given that his/her performance has not improved after a few sanctions and warnings.
• Mutual Termination. On rare occasions, mutual termination occurs between the employer and the employee. This is basically when an employer and employee both agree that they are not a good fit for each other. Thus, an agreement to part ways now occurs.

 

Reasons for Terminating an Employee

Most of the time, employees are usually terminated for certain causes that are deemed to be inappropriate in the office setting. Some of these reasons are as follows:

• Actions that violate any of the company’s policies
• Insubordination or the action of refusing orders from authorized company employees
• Actions deemed to be violent or are considered to be threatening to the company and the employees
• Criminal behavior within the company setting
• Performance issues including attendance and incompetence
• Harassment and behaviors that are seen to be discriminatory

 

There might be more reasons as to why an employee might be terminated from work. This is because policies may vary from company to company. However, you should ensure that you follow your company’s guide to employee terminations in order to avoid any potential lawsuits that may arise.

Lease Termination Notice

Notice of Termination of Rental Agreement Sample

Benefits Termination Notice Sample

Notice of Termination Sample in PDF

30-Day Termination Notice to Download

Simple Landlord Notice of Termination

Writing a Termination Notice

Now that you know some of the basics about termination and termination notices, we will now briefly discuss about how to write a termination notice and what should be the content of your notice.

Your termination notice should be as specific as it can be to ensure that everything is explained properly to the employee and questions are kept to a minimum. Information that should be included in your notice are the following:

• Basic information. Your notice should include the employee’s basic demographics such as name and position held in the company. It should also include the name of the person handling the termination. One more thing that should also be mentioned in the letter is the effective date of termination.
• Reasons leading up to the termination. This is especially important for terminations that are done for a cause. Proper documentation of incidents should be in detail and should be specific. If warning and other notices have been given to the employee prior to the termination notice, it should also be mentioned.
• Company property. Do not forget to let them know if the employee has to return items that belong to the company. Do not forget to let them know that the company computers assigned to them should also be free of any personal files.
• Benefits, leaves, and final paycheck. Let your soon-to-be ex-employee know what will happen to any of the leaves that they have not used, what will happen to the benefits they were given, and how they can claim their final pay.

 

Dealing with termination can be both stressful and emotional to the employer as well as the employee. However, such occurrences are inevitable sometimes. This is why you have to make sure that everything is well-accounted for and every single detail that needs to be relayed to the employee is stated in the notice. If you need more details about coming up with a good termination notice, referring to a few guidelines for termination letters will definitely help you out.

With regards to the samples we have presented, you can download all of these templates for free! That’s right! You need not pay for any of these samples so you can download one or all without the need to think about how much you need to pay. Isn’t that awesome?

We are hoping that our article has helped you out and has given you a better idea about how to handle terminations in the company. Well-wishes and more power to you and your workforce!