MightyRecruiterDespite your best efforts to preserve an employee relationship or prevent the elimination of a position, the final moment may eventually arrive. At that point, you’ll need to dismiss your employee, and you may need to announce your official decision by drafting an email message.
The letter of dismissal template below can serve as a guide when you’re ready to draft and edit a message of your own. Keep this document on file, and when you need to part ways with an employee by exiting from an at-will agreement, you can adapt this basic outline to your unique circumstances.
Keep in mind that while at-will agreements allow employers to end the working relationship for any reason, with or without notice, it’s still considered best practice to provide the employee with the reason for their dismissal – some states even require this. It also goes a long way in protecting your company’s reputation as a professional, dignified, and positive place to work.
Finally, keep in mind that your letter should not be the first time that your employee is learning of their termination. Rather, schedule a face-to-face meeting with them where you can convey the news and answer any questions they may have. Your letter should then simply be official written follow-up to this meeting.
This letter of dismissal template is divided into three sections: an announcement, a set of next steps, and finally an indication of where the reader can turn for more information.
Letter of Dismissal Template
{Your own name}
{Your title}
{Your company’s address}
{Your recipient’s name}
{Your recipient’s address}
Dear {recipient’s full name},
This letter terminates the at-will employment agreement between you, {recipient’s name}, and {company name}. The relationship between the two parties will end on {date}.
{If you decide to include a reason for the termination, you may do so here. Keep your explanation brief}.
Please return {items such as company badge, laptop computer or building keys} to {specific person or location}, by {date}. Upon receipt of these materials, the company will release your final paycheck, which will include all work completed during your final pay period and compensation for unused PTO.
As a result of this severance, you will be eligible to apply for transitional health insurance. Your coverage under {the company health insurance plan} will terminate at the end of the next full calendar month.
If you have any further questions regarding pending payments, the transition to supplemental insurance, or the return of company materials, please contact {contact person’s name, phone number, and email}.
Sincerely,
{Your own name, title, and contact information}
Want to use this letter?
This letter of dismissal template covers the basic details that will need to appear in almost any severance letter, regardless of the position or circumstance. But of course, you may decide to add more to this basic outline as your situation warrants.
It’s also good practice to consult with either an in-house or third-party legal team to make sure you’re not sharing more detail than the law requires; too much information can expose your decision to backlash or, worse, a potential lawsuit.
When it comes to the tone of your message, you want to make sure your employee doesn’t walk away feeling confused, blindsided, and resentful. No matter how much information you decide to disclose, keep your letter diplomatic and dignified. Make sure all lose ends are tied down, and use your letter to clearly document your requests and instructions regarding the return of company materials.
Protect your company and treat your departing employee the way you would wish to be treated under similar circumstances. Customize your letter of dismissal template, then share the final document with your decision team before delivering it to your employee.