Quick Tips on Writing Termination Letters
Terminating employees is never an easy task, more so the task of writing termination letters. The one thing you could do to make the act less burdensome to you and the employee is to make sure the termination letters are complete and as humane as possible. Here are a few quick tips on writing that effective termination letter.
Make sure your facts are complete and specific. The most important content of termination letters is the explanation for firing the employee. Be specific in giving the reasons for termination since this is often the object of complaints filed by employees against their employers. If there are particular dates and events leading to the dismissal, include them in the letter. In addition, you should include information such as final pay, benefits, and the effective date of termination. Writing down the facts will prevent confusion of the employee and will show that the termination is justified.
Be professional but also ethical. Employ a compassionate tone, taking care not to use hostile or derogatory words. But also know where to draw the line between being too emotional and being sensitive. It is easy to get carried away when writing termination letters, especially when you personally know or have worked with the employee being fired. Keep your emotions in check but be sure that you consider the feelings of employees. Be careful in choosing your words.
Keep it short and simple. Just as in any other writing, it is important to keep termination letters short and straight to the point. Beating around the bush and using fancy words would only waste space and may make the termination letter sound defensive.
Give a contact person for possible clarifications. As long as it is in keeping with company rules, write down a contact person and number in the letter where the employee may seek clarifications or appeal. Keeping an open line would prevent misunderstanding and make the termination process easier for both sides.
Know the rules. In writing termination letters, double-check company rules and regulations as well as employment law to make sure that everything written down is in compliance with these. Although the format of termination letters is generally standard, some companies have variations depending on their rules and regulations.
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