It can be easy to simply go through the motions when you’re putting together an introduction letter for a new employee email. After all, it’s just one of the many tasks you need to complete in order to get a new hire onboarded and ready to become a productive member of your team.
This is no easy task, since a single misstatement in your message can open the door to confusion or misinterpretation and may harm your company’s reputation as a positive place to work; or worse, you could open yourself up to a lawsuit. Use this letter of dismissal email sample to help keep your message on track.
Letter of dismissal email
An effective letter of dismissal email accomplishes three goals:
1. First, it shares the announcement in a clear, concise, straightforward way that eliminates any confusion.
2. Second, it explains exactly what will happen next in terms of things like final payment, the return of any company-owned items, insurance coverage, and job search support.
3. Third, it supplies your former employee with a resource they can turn to if they have any questions or concerns.
Your letter of dismissal email may vary from this sample depending on the unique nature of your position and your circumstances, but your own letter will still need to accomplish these central goals.
Do also note that your email should not be the first time that your employee is learning of their dismissal. It’s recommended that you communicate this information initially in a face-to-face meeting and then follow on with a formal email that details your discussion in writing.
Letter of Dismissal Email
From: Miles Marmont MMarmont@Qualbiz.com
To: Angelica Beuford
Subject: [IMPORTANT] Letter of Dismissal, Account Manager Position
Dear Angelica Beuford,
As per our discussion, this email message officially announces the termination of your position as Account Manager, effective June 4, 2017. As you know, the Account Manager position is being discontinued as a result of the company’s recent merger with Excellent Business, LTD. This termination in no way reflects dissatisfaction with your work or services.
This message provides you with two weeks notice prior to your final workday, and in addition to this notice, you will receive compensation for an additional 10 days of work, which will amount to $1,938.04. Your final payment will also include compensation for all unused PTO and will be paid on June 4, 2017.
Please return all company equipment to our HR office by close of business on June 4, 2017.
As of June 4, 2017 you will be eligible for enrollment in a transitional health insurance plan. Please review the attached plan summary and enrollment instructions if you choose to pursue this option. Your coverage under the company plan will terminate on July 30th, 2017.
If you have any questions about continuing insurance coverage, the return of company materials, or the distribution of your final payment, please contact Human Resource Manager Sally Waxler at 294-392-8938.
Thank you for your service to Quality Business Company.
Want to use this letter?
This letter of dismissal email provides the employee with a clear announcement of the termination, including the final date of employment. It conveys this information without the inclusion of unnecessary and potentially confusing details, and it lays out a clear set of instructions for the employee in terms of securing insurance coverage, returning company equipment, and collecting a final payment for services rendered.
Like this sample, your own letter of dismissal email may include a reason for the severance, but review the statutes in your state before you decide to share this information. Under the terms of an at-will agreement, you are not typically obligated to provide a rationale, but these rules may vary depending on your state, your circumstances, and the nature of the position. Even if you’re not required to offer an explanation, doing so can protect your reputation and your relationship with the employee.
No matter how much information you decide to share or withhold, keep your message professional and diplomatic, and direct the employee to a resource where they can obtain answers to any questions you haven’t addressed.