How to Write a Dismissal Letter
A dismissal letter is a document that informs an employer that is has been fired. In some cases, it can also be used to honor an employee's wishes to quit his job for personal reasons. It is important to make the letter of dismissal short yet concise. You want to provide the employee with as much information as you can regarding the reason he is being let go from the company.
- Determine the exact cause for the termination that will be granted by the dismissal letter. Ensure that it is a valid reason, and not one that could cause the person being fired to take legal action against you or your company in the future. Dismissal letters can also be written for those that are voluntarily quitting for personal reasons.
- Use the first paragraph to highlight the employee's positive contributions to the company, if there are any to note. Also, mention the steps that were taken before the termination was completed, especially if the employee had been reprimanded in other ways before being fired. End the paragraph with the exact reason for the dismissal. Be as thorough as possible to avoid any misunderstanding.
- Mention any additional information such as how to collect the final paycheck, where to turn in a work badge or other equipment and how to get a letter of recommendation, if applicable, in a second paragraph. The letter should be no more than two paragraphs. Short and concise is better in the case of a dismissal.
- Keep a template for the dismissal letter on your computer that can be filled out for each termination. This makes it easier for you when it comes time to let an employee go.