A company has its own rules and policies that the employees should adhere to. If not followed, the employers have the right to implement disciplinary measures and termination if needed. Firing an employee is one of the hardest responsibilities of any employee. It is also very uncomfortable to both parties. On the other hand, you should be able to handle the issue professionally.

A termination letter should contain the exact reason for firing the employee. It should also include the disciplinary measures undertaken to solve the problem. This will show that actions were done before using termination as a final resort. It should also state the arrangements made by the company, such as assistance from the Human Resources Department as well as the date of termination. You can also place the severance packages that the company may provide. You can attach any documents that are related to the discussed matters in the letter such as nondisclosure agreements and final paycheck if possible.

You should be polite in writing a letter to terminate an employee for breaking company policy. You should not be hostile, instead show that you are concerned with your employee’s future endeavors and well-being. Remember that a carefully written letter of termination can ease the pain of losing a job.

Sample Letter

January 10, 2010

(Company Letterhead Information)
Personal and Confidential
Anne Hall
765 Madison Street
New York, 00099

Re: Employee Code #1236789

Dear Ms. Hall,
We regret to inform you that your employment with XYZ Company is terminated effective as of February 15,2010.
The reasons for your termination are as follows:

1. Conduct
2. Absenteeism
3. Below standard work performance

Disciplinary measures and warnings were given but we have observed that there were no improvements. The company also provided retraining program but your work performance has not able to reach the company standards.

We recommend that you start planning for your next career opportunity. Please arrange to return all company documents and property. For details regarding the termination, Ms. Cassie Jones, HR Manager can assist you.
XYZ Company wishes the best for your future career and employment endeavors.

Respectfully,
(Signed)
Richard Smith
General Manager

Cc: C.Jones, Human Resources Department