Termination letter is written to fulfill an unpleasant duty of terminating an employee or putting an end to a contractual agreement. When a manager has to terminate an employee, he or she often gets stuck with how to convey an employee about his or her termination. It is definitely the most painful task to perform. Ending a contractual agreement is equally disturbing as it may bring an end to an existing relationship. In both the above mentioned cases it becomes really difficult to write the letter of termination.
It's never easy to let someone go from your life and over that finding the right words to ask anyone to leave is even more piercing. Therefore, these letters should be written gently with a sensitive mind and heart. In any ways it's hurting for the reader but if written in an effective and heart-warming manner it can definitely ease the pain of termination.
Here are some excellent tips to write a termination letter:
• The written word always plays an influential role in any way. It can be easily preserved and can make life hell at times. Always use words that don't haunt you at a later stage.
• Keep your approach soft and gentle so that the letter doesn't hit the inner chords of the reader's heart. Make it easy for the reader to digest the hard truth of life.
• Never use any kind of hostile language. Be straightforward and as polite as you can.
• Don't criticize the person openly.
• Mention the specific reason that forced you to terminate the reader. The person terminated has full right to know why such an action is taken against him or her.
• Provide all required information regarding the dates, timelines and final settlement.
• Show courtesy, professionalism, and compassion in your words and expression.