As you reach out to a promising applicant—or several applicants—and begin the process of scheduling interviews, your task may seem simple on the surface. But don’t be misled; the tone, language and content of your message can have a significant impact on the success of your hiring process.
Not to mention, you want to craft a message that protects your company’s reputation and minimizes the chance of legal backlash. If you send the wrong message, the results can be costly and damaging.
As you draft and edit your message, use the below letter of dismissal sample as a guide. Keep in mind that your letter will serve as a formal document and part of a critical paper trail should your recipient decide to fight your decision. At the same time, your message should serve a diplomatic purpose and should come across as straightforward, fair, reasonable, and professional.
Like this letter of dismissal sample, your letter should focus only on facts and should frame your decision as a matter of business with no personal implications of any kind. If the decision is final, leave no door open to negotiation or appeal. Clarify the next steps your reader will need to pursue and explain the actions the company will take as the severance process plays out.
Letter of Dismissal Sample
Human Resource Manager
Quality Business Co.
263 Lincoln Ave,
Workton, IL 29734
3991 Sinkton Rd.
Landsville, IL 39289
Dear Mr. Bland,
This letter officially terminates the at-will employee agreement between you, Leroy Bland, and Quality Business Company. Your employment with Quality Business Co. will officially end on June 4, 2017.
As a result of the company’s pending merger agreement with Excellent Business LTD., certain management positions have become redundant and do not serve the interests of the joint enterprise now known as ExQual Industries. After careful review, the Account Manager position has been discontinued. This decision does not reflect any dissatisfaction on the part of your supervisors with your work or services.
Please return your company badge and company issued laptop computer to the office of human resources by the close of business on June 4, 2017. Upon the return of company materials, we will issue your final paycheck, which will account for all work completed during your final pay period and compensation for all unused PTO.
As a result of your severance, you will be removed from the company health insurance plan on the final day of the next calendar month. You will be eligible for a transitional health insurance plan at that point. Please review the attached information and application materials.
If you have any further questions about supplemental insurance or the return of company materials, please contact Janet Markam, Transitional HR Supervisor. Her office can be reached at 234-894-3784 during standard business hours.
Quality Business Co.
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In this letter of dismissal sample, the writer chooses to share the reasons behind the termination decision, but you may decide to exclude these reasons. As you make this decision, check the laws in your state as some locales require that you communicate the reason. Regardless of policy though, the Society for Human Resource Management recommends that you share this information.
As you write and edit your own letter of dismissal, keep three primary goals in mind: You’ll need to announce the decision in a clear and upfront fashion. You’ll need to share the reasons behind the decision so the employee leaves without confusion or resentment. And finally, you’ll need to let the employee know exactly what happens next regarding their final paycheck, their insurance coverage, etc.
As you do this, you’ll need to preserve a sense of goodwill and fair treatment in order to protect your company’s reputation. And in this regard, you may want to get legal sign-off so you have peace of mind that your message doesn’t risk leaving you liable for an employee to lay a charge against you.