MightyRecruiterUse this welcome letter to new employee template to guide your hand as you draft a letter that’s warm, comprehensive, and legally compliant. Some elements of your letter will lay the groundwork for a positive long-term relationship with your new employee, while other elements will clarify your expectations and confirm the nature of the job, including daily tasks and reporting information.
The purpose of such a letter is not just to minimize the risk of lawsuits. There are a number of issues that need to be handled when a worker and employer part – such as final pay and the termination of benefits – so the notice documents information about these matters. By telling the employee what to expect from termination, you also help them plan for the future better.
Before writing a notice letter, remember to check all relevant documents and to consult with a legal team to make sure that termination is not unlawful and doesn’t violate any policies or contractual agreements (always double-check employment is at will). And after issuing the letter, try to assist where you can to make the transition easier for the worker – arrange an exit interview and supply forms they need to complete, for example.
Use this notice letter template as a base for your own HR letter.
Notice Letter Template
{Date}
{Employee’s Name}
{Employee’s Street Address}
{City, State Zip Code}
Dear {Employee’s Name},
As discussed, we at {Company Name} are embarking on a restructuring and this necessitates terminating certain positions. Based on the fact that {explain the rules applied}, your position is one that will no longer exist from {date}.
It’s therefore with regret that we inform you that your final day of employment with {Company Name} is {date}. There are a number of issues with regards to payment and benefits that must be addressed:
a) Your final salary will be paid on {date} alongside compensation for paid time off that was not used.
b) All company benefits will terminate on {date}. We will arrange a meeting to discuss how continuation of certain policies can be handled, particularly with regards to health insurance under the COBRA plan.
c) As per company policy, you {are/are not} entitled to severance pay. This will also be discussed further in person.
d) All company property should kindly be returned to {Person’s Name} by {date}.
Please let us know if you require a letter of reference or a service letter, both of which can help in the job search. You can also contact {Name} on {contact number} at any point if you have queries.
We hope you’ll accept our gratitude for your contribution to {Company Name}.
Please sign below by {date} as proof that you have read this letter.
Sincerely,
{Your Name}
{Your Job Title}
{Company Name}
Date: ___________________
Signature: ____________________
Want to use this letter?
It’s best practice to outline the reason for termination in a notice letter – whether or not it’s legally required by your state. The above example does so briefly in the first paragraph, but you’ll likely want to tweak the details to reflect the thinking behind your company’s decision. Be careful to reference only verifiable facts, and be sparing with details as the more you waffle, the more you might open the company up to legal battles.
Take note that this notice letter template is careful to convey the information in a clear, straightforward manner. Flowery language is avoided, and specific dates and names are stated. The aim is to avoid any gray areas that could result in misunderstandings.
That’s not to say that the letter should be cold and uncaring. It’s important to acknowledge that you’re delivering news that’s far from pleasant. In this notice letter template, an empathic element is conveyed through words like “regret” and the expression of thanks at the end.
It’s a good idea to start the writing process with a checklist of issues that the letter must deal with so that you don’t forget anything. And it’s a good idea to end the process by asking both a superior and legal counsel to review the message and give it the green light.