An introduction letter for a new employee may seem like a relatively straightforward document: it’s just a letter to tell your colleagues that you’ve made a new hire and to give them some insight into this person and their role, right?
You can complete this task by letter or email depending on circumstance, but no matter your medium, there are a few best practices you should keep in mind.
Most importantly, your contract termination email will need to 1) clearly announce that the relationship is coming to an end, 2) provide the reader with clear instructions regarding the next steps, and 3) provide resources where they can obtain more information if they need it. Depending on the situation, you may also want to express positivity and goodwill.
Just like a formal letter, your contract termination email should deliver a closed message with no open-ended or confusing statements that could invite legal backlash. Even though the process may seem simple, make sure your legal team (if you have one) gets a chance to review your message before you click send. If you’re working from a template, make sure your legal experts review your customized version and any edits you make along the way.
Contract Termination Email
Addressee: Steve Grabowski, Sgrabowski@Stevemail.com
Subject Line: Termination of Services for Quality Business Co.
Dear Mr. Grabowski,
I’m writing this message to announce the termination of our contract with you, Steve Grabowski. Our at-will agreement was established on December 12th, 2015, and will officially come to a close on July 8th, 2017.
Here at Quality Business Co., we’ve enjoyed our relationship with you, and we greatly respect the time and effort you’ve invested in supporting our company’s goals. You’ve been a loyal employee, but as you may be aware, Megacorp LTD has purchased our company, and we are eliminating position redundancies at this time. Please understand that this decision is in no way a reflection of ill-will or dissatisfaction with your excellent work.
Please turn your current projects over to your supervisor and return all company equipment to the HR department, including your company issued computer, your phone, and your building-access pass. Your final paycheck will be issued by June 1st, 2017 and will include compensation for your remaining unused PTO.
For more information or answers to any questions you may have, please don’t hesitate to contact my office at any time. Thank you again for your valuable service and support.
Maryanne McConnell, Operations Manager
Want to use this letter?
Like this contract termination email sample, your message should stay focused, specific, and complete. Start with a clear announcement: the relationship is ending. Place the most critical details in the first paragraph, including the announcement itself and the date the relationship will end.
If it’s relevant, in your second section, express positive feelings about the relationship and the work completed thus far. Use this contract termination email sample as a guide and clarify that your decision is not personal and not a negative reflection on your reader and their organization. If you’re terminating someone for performance-related or behavioral issues, you may want to omit this section.
Additionally, in the middle section of your letter, you can also provide a reason for termination. This is required by some states, but others do not make it compulsory. Regardless, it’s generally best practice to provide a clear statement regarding the grounds for termination. This can help support your case in the event that the terminated employee does open a lawsuit.
Finally, let your reader know exactly what they’ll need to do next as the relationship comes to an end. How should they handle existing projects, equipment, and invoices? Let them know how to tie up these loose ends and where they can turn if they have questions or need more information.