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Separation Letter Template
What Is a Separation Letter?
A Separation Letter is a written statement drafted by the human resources department for an employee to inform the latter they are dismissed from their position. Once you have determined the employee can no longer continue working for your company due to their fault or your upcoming downsizing, you need to formally notify the individual in question about the termination of their employment contract.
Alternate Names:
- Employee Termination Letter;
- Termination Letter.
Whether the employee has been constantly late for work and ignored your verbal warnings and written reprimands or the company has had financial struggles and you have to let the employee go, your message must be clearly conveyed to the person as soon as the decision was made. You may download a Separation Letter template through the link below.
How to Write a Separation Letter?
Follow these steps to prepare a Separation Letter:
- Use a company letterhead - the employer must be identified at the top of the page by the name and contact details.
- Greet the employee by their full name and inform them about the termination. You need to indicate the date the separation becomes effective.
- Refer to the provision from the employment agreement you have signed with the employee that gives you the right to fire this person provided that you have warned them about your decision in advance - usually, two weeks before their last workday.
- Give grounds for the employment termination. If you believe the employee does not fit your organization or you are dismissing them for repeated disciplinary issues, you need to describe them in writing and mention the reasons behind your choice.
- Outline the details of the last paycheck the employee is entitled to. Confirm you are going to include the unused vacation hours and days and record the exact amount of money the person will receive. If you are providing the employee with severance pay in accordance with the employment agreement or internal regulations of the business, you need to indicate this amount as well.
- In case the employee still has company property in their possession, write down all the items they must return and set a deadline for their voluntary return whether it is just a badge or a company car.
- Remind the employee of their obligations that will not be canceled even upon separation - for example, they may have signed a nondisclosure agreement, and you can politely ask them to follow its terms after they no longer work for you.
- If you have a good relationship with the employee, you can offer them recommendations for their next employer or ask the recipient whether they need some other assistance from you. Add the telephone number or e-mail address of the human resources department representative who will provide the individual with the documentation they may require in the future.
- Sign the letter and present it to the employee in person or send it to their last known physical address or e-mail address.
Haven't found the template you're looking for? Take a look at the related templates and samples below:
