Notice of Termination Letter

A notice of termination letter informs an employee he or she is being dismissed from employment. The letter serves as an official notification and should be written on company letterhead by the company owner or a person of authority within the organization.

Format and Content

There are two options when it comes to the notice of termination letter format. A ‘for cause’ format is used when the company wishes to attribute fault to the employee; the ‘at will’ format is used to dismiss an employee without stating a reason. Both notice types include the date of termination, a right of appeal statement if applicable, and information related to the employee’s final paycheck. The ‘for cause’ letter should include specific examples of the violation(s) for which the company has documented proof.

Sample

This notice of termination letter sample is written by a company owner. The notice uses a ‘for cause’ format and the employee is informed of the offencesthat led to the termination decision. The owner cites proof of the violations to dissuade the employee from pursing a wrongful termination case.

Dear John,

This notice confirms the actions discussed in our meeting on June 11, 2013, during which, your employment with Duckcreek Florist Service was terminated, effective immediately. Your termination is based on 3 serious violations of company policy. These violations are detailed below.

On June 7, 2013, while making a delivery, you failed to stop at the red light at the Parker/Highway 10 intersection, which resulted in a 3-car collision. Although no one was hurt, the company delivery van and the other two cars suffered major damage. Immediately following the accident, you informed me that the light was green and that you were not at fault. Since then I have obtained video footage that shows you clearly ran the light and that you alone are responsible for the accident.

Company policy states delivery drivers are not allowed to have personal cell phones in their possession while operating a company-owned vehicle. The video footage I obtained from the police confirms that at the time of the accident, you were talking on your cellphone. Aside from the video, the police collected eyewitness statements at the accident site. In each statement, the witness indicates that you were talking on the cell phone and/or speeding. The skid marks on the road indicate excessive speed as well.

On June 7, 2013, I placed you on warehouse duty pending the outcome of the police investigation. The evidence in the case is overwhelming: 1) you ran a red light; 2) you violated city law and company policy by operating a vehicle while talking on a cell phone; and 3)you violated city law and company policy by traveling at a speed that exceeded the posted speed limit. Since you were serving as an agent for the company, I am financially responsible for the damages you caused. Be advised, you acted outside of your company authority by breaking the law and I have turned the matter over to my legal counsel for review.

You were employed with the company for exactly 16 days. You were given your final paycheck during our meeting. You are not entitled to any other pay or benefits. Please call me if you have any questions.

Regards,

Lisa Spence

Ms. Lisa Spence, Owner

Duckcreek Florist Service

(555)-555-5555