Writing termination letters may not be the most pleasant of tasks, but if the situation so demands you must be in a position to do so. Termination letters must be given only after several attempts have been made earlier to resolve the issue on hand with the employee.
While writing a termination letter it is important to remember that it is a legal document and must include facts and reasons for the termination. Substantiate the reasons with days, dates and other valid details. Do not make sweeping statements about the unsuitability of the employee to continue to work.
It is best to recount all the measures taken up to this point, including disciplinary discussions, meetings, etc. to resolve the situation. Mention that you are resorting to this choice after all previous efforts have failed. Quote company policies in such matters.
It is important to strike the right balance between stating the reasons for termination and concern for the employee’s future. Refrain from using rude and accusatory statements.
Be specific about the effective date of termination and the formalities which need to be finished. Conclude by offering best wishes for the employee’s future.