Letting an employee go is never an easy decision.
However, sometimes it becomes necessary when an employee is simply not a good fit for the role or the company culture.
Crafting a well-written termination letter is crucial in these situations to provide clarity, minimize legal risks, and handle the process with professionalism and respect.
In this article, we provide 15 sample termination letters specifically for situations where an employee is being let go because they are not a good fit.
These templates can serve as a starting point to help you navigate this challenging task and ensure you cover all the essential points.
Sample Termination Letters for “Not a Good Fit”
Below are the sample termination letters:
1. Termination Letter for Poor Performance
Subject: Termination of Employment
Dear [Employee Name],
After careful consideration and review of your performance, we have determined that your employment with [Company Name] will be terminated effective [termination date]. Despite our best efforts to provide training and support, your performance has consistently fallen short of the expectations for your role as [job title].
As discussed in our previous performance reviews on [dates], the main areas of concern have been [key performance issues]. We have not seen the necessary improvement in these areas to meet the standards required for your position.
Your final paycheck, which includes payment through your last day of employment and any accrued PTO, will be mailed to you. Your employee benefits will remain active through the end of [month].
Please return all company property, including [list items like keys, ID badge, and laptop] to [name/HR] by [date]. We will be available to answer any questions you may have during this transition.
Thank you for your service to [Company Name].
Sincerely,
[Your Name]
[Your Title]
2. Termination Letter for Attendance Issues
Subject: Termination of Employment
Dear [Employee Name],
I regret to inform you that due to your ongoing attendance issues, [Company Name] has made the difficult decision to terminate your employment effective [termination date]. As documented in your employee file, you have received [number] written warnings regarding excessive absenteeism and tardiness, which has impacted your performance and placed additional strain on your team.
Despite our accommodations and attempts to work with you to resolve these issues, your attendance has not improved to meet the requirements of your role as [job title]. Regular and reliable attendance is an essential function of your position.
Your last paycheck will include wages through your final day of employment and any accrued vacation time. Information about your COBRA benefits and 401k rollover options will be mailed to your home address on file within [number] days.
Please return your [list company property] to [name/HR dept] no later than [date]. We wish you the best in your future endeavors.
Regards,
[Your Name]
[Your Title]
3. Termination Letter for Violation of Company Policy
Subject: Termination of Employment for Violation of Company Policy
Dear [Employee Name],
This letter serves as notice of your immediate termination from [Company Name] for violation of company policy, specifically [describe policy violation]. As discussed in our meeting on [date], your actions on [date of the incident] were a direct breach of the [name of policy] outlined in the employee handbook, which you acknowledged receipt of on your date of hire.
This misconduct is a serious offense that cannot be tolerated. Your behavior not only violated company policy but also jeopardized [explain consequences, e.g., the safety of your coworkers, and the company’s reputation]. In light of the severity of this incident, we have no choice but to terminate your employment effective immediately.
Your final paycheck will be mailed to your address on file within [number] business days. This will include your wages through today and payment for any accrued, unused PTO. Your employee benefits will remain active through the end of [month].
Please return your [list company property] to [name/HR] by [date]. You are not permitted on company property without prior approval from HR.
Sincerely,
[Your Name]
[Your Title]
4. Termination Letter for Inability to Meet Job Requirements
Subject: Termination of Employment
Dear [Employee Name],
After careful evaluation, we have determined that you have been unable to meet the requirements of your position as [job title] at [Company Name]. Despite our efforts to provide additional training and support, your skills and expertise have not reached the level necessary to perform the essential functions of your role.
As discussed in our meeting on [date], the areas where improvement is needed include [list key skill or performance deficits]. We have not seen sufficient progress in these areas to meet the demands of the position.
Therefore, we have made the difficult decision to terminate your employment with [Company Name], effective [termination date]. Your final paycheck will be issued on [date] and will include any unpaid wages and accrued vacation time.
Please return all company-issued equipment and your badge to [person/department] by [date]. If you have any questions regarding the terms of your termination or benefits, please contact HR at [contact info].
We appreciate your efforts during your time with [Company Name] and wish you success in your future endeavors.
Regards,
[Your Name]
[Your Title]
5. Termination Letter for Poor Attitude and Lack of Professionalism
Subject: Termination of Employment
Dear [Employee Name],
Effective immediately, your employment with [Company Name] is being terminated due to your ongoing poor attitude and lack of professionalism. Despite multiple coaching conversations and written warnings, your behavior has not improved to meet the standards we expect from all employees.
Specific incidents that have led to this decision include [list examples, e.g., insubordination, rude conduct toward coworkers or clients, inappropriate comments]. Your attitude has negatively impacted the morale and productivity of your team.
Please return your [list company property] to [name/HR] by the end of the day today. Your final paycheck will be mailed to your address on file within [number] business days and will include wages through today and any accrued PTO.
We regret that your conduct has made this action necessary. We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
6. Termination Letter for Lack of Necessary Skills
Subject: Termination of Employment
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective [termination date]. After careful evaluation and consideration, we have determined that your current skill set does not align with the requirements of your role as [job title].
As discussed in our skills assessment meeting on [date], the key areas where improvement and additional expertise are needed include [list specific skills]. Despite our efforts to provide training and support in these areas, we have not seen the necessary skill development to meet the current and future needs of the position.
We appreciate your contributions during your tenure with [Company Name]. Your final paycheck, including wages through your last day and any accrued PTO, will be mailed to your address on file. Your employee benefits will remain active until the end of [month].
Please return all company property, including [list items] to [name/department] no later than [date]. If you have any questions, please contact HR at [contact info].
We wish you success in your future career endeavors.
Sincerely,
[Your Name]
[Your Title]
7. Termination Letter for Failure to Fit into Company Culture
Subject: Termination of Employment
Dear [Employee Name],
After much consideration, we have made the difficult decision to terminate your employment with [Company Name], effective [termination date]. While we believe you have made valuable contributions in your role as [job title], we have determined that your work style and approach are not aligned with our company culture and values.
Our organization places a high value on [list key cultural tenets, e.g., collaboration, transparency, ownership]. Despite coaching and guidance from your manager, we have not seen the necessary adjustments in your work style to meet these cultural standards.
Please return all company property, including [list items] to [name/department] by [date]. Your final paycheck will be mailed to your address on file and will include wages through your last day and payment for accrued, unused PTO. Details regarding benefits continuation through COBRA will be provided separately.
We appreciate your service to [Company Name] and wish you the best in your future career path. If you have any questions, please contact HR at [contact info].
Regards,
[Your Name]
[Your Title]
8. Termination Letter for Inability to Work Constructively with Team
Subject: Termination of Employment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated, effective [termination date]. The reason for your termination is your demonstrated inability to work constructively with your team in your role as [job title].
As discussed in our meeting on [date], there have been several instances of [describe issues, e.g., unproductive conflict, failure to communicate, lack of collaboration] with your coworkers. These issues have negatively impacted team morale and productivity. Despite coaching from your manager and action plans to address these concerns, we have not seen sufficient improvement in your ability to work effectively within the team.
Your contributions to [Company Name] are appreciated. Please return all company property in your possession to [name/department] no later than [date]. Your final paycheck, including any unpaid wages and accrued PTO, will be mailed to your address on file.
If you have questions about the terms of your termination or benefits continuation, please contact HR at [contact info]. We wish you success in your future professional endeavors.
Sincerely,
[Your Name]
[Your Title]
9. Termination Letter for Inability to Adapt to Change
Subject: Termination of Employment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [termination date]. The decision to end your employment is based on your demonstrated inability to adapt to necessary changes in your role as [job title].
As you are aware, our organization has undergone [describe changes, e.g., restructuring, new systems, updated processes] to better meet the evolving needs of our business. In your role, you must be able to [list key adaptability requirements, e.g., learn new skills, adjust workflows, collaborate cross-functionally]. Despite training and support from your manager, you have struggled to make the necessary adjustments to perform effectively under these new circumstances.
Please return your [list company property] to [name/department] by [date]. Your final paycheck will be processed on [date] and mailed to your address on file, along with information about your COBRA benefits and 401k rollover options.
We appreciate your service to [Company Name] and wish you success in your future career path.
Regards,
[Your Name]
[Your Title]
10. Termination Letter for Insufficient Progress after Performance Improvement Plan
Subject: Termination of Employment
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is terminated effective [termination date]. This decision is based on the insufficient improvement in your performance following the implementation of a Performance Improvement Plan (PIP).
On [PIP start date], you were placed on a [PIP duration]-week Performance Improvement Plan to address deficiencies in [list key areas of underperformance]. The expected outcomes and timeline for improvement were clearly outlined in the PIP document, which you acknowledged receipt of on [date].
Despite regular follow-up meetings and continued guidance and support from your manager, your performance has not improved to the level required for your role as [job title]. Specific areas where your performance continues to fall short include [list areas].
Your final paycheck, including wages through your last day of employment and payment for accrued, unused PTO, will be mailed to your address on file. Information about benefits continuation and 401k options will be provided separately.
Please return all company property, including [list items] to [name/department] no later than [date]. We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
11. Termination Letter for Inability to Meet Changing Job Requirements
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms that your employment with [Company Name] is being terminated, effective [termination date]. The decision to end your employment is based on your inability to meet the changing requirements of your position as [job title].
As discussed in our meeting on [date], the scope and responsibilities of your role have evolved significantly due to [reason for changes, e.g., business growth, new market demands, technology advancements]. The new requirements for success in this position include [list key new requirements]. Despite our efforts to provide additional training and accommodate your transition into this expanded role, your skills and performance have not met the standards necessary moving forward.
Please complete the knowledge transfer document discussed and return all company property, including [list items] to [name/department] by [date]. Your final paycheck, including wages through your last day and payment for any accrued PTO, will be mailed to your address on file.
We appreciate your contributions to [Company Name] during your tenure. If you have any questions about the terms of your termination or benefits continuation, please contact HR at [contact info].
Regards,
[Your Name]
[Your Title]
12. Termination Letter for Inability to Meet Goals after Coaching
Subject: Termination of Employment
Dear [Employee Name],
I am writing to notify you that your employment with [Company Name] is being terminated, effective [termination date]. This decision was made after careful consideration of your performance in your role as [job title].
In our coaching discussions on [dates], we established clear goals and expectations for your position, focusing on [list key areas for improvement]. We also provided you with resources and support to help you meet these objectives, including [list resources, e.g., training, mentoring]. However, after [number of months] months, your performance has not improved to the level required for your role.
Your specific performance gaps include [list areas where goals were not met]. At this time, we have determined that it is in the best interest of the company to terminate your employment.
Your contributions to [Company Name] are appreciated. Your final pay, including wages through your termination date and accrued unused vacation time, will be provided by state law. Please return all company property to [name/department] no later than [date].
If you have questions about your termination benefits, please contact HR at [contact info]. We wish you success in your future professional endeavors.
Sincerely,
[Your Name]
[Your Title]
13. Termination Letter for Failure to Complete Required Training
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms that your employment with [Company Name] is terminated effective [termination date]. The reason for your termination is your failure to complete required training for your role as [job title].
On [date], you were notified of mandatory training requirements, including [list training topics/courses]. The deadline to complete this training was [date]. As of today, our records indicate that you have not fulfilled these requirements, which are essential for compliance and performance in your position.
Your manager reached out to you on [dates] to remind you of the training deadline and to offer assistance with any challenges you might be facing in completing the coursework. However, we did not receive a response from you or see progress toward training completion.
Please return all company property, including [list items] to [name/department] by [date]. Your final paycheck, with wages through your last day of employment, will be mailed to your address on file.
If you have any questions regarding the terms of your termination, please contact HR at [contact info].
Regards,
[Your Name]
[Your Title]
14. Termination Letter for Failure to Obtain Required Certification
Subject: Termination of Employment
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated, effective [termination date]. The reason for your termination is your failure to obtain the required [name of certification] certification for your role as [job title].
As outlined in your job description and discussed in your performance reviews, maintaining active [name of certification] certification is a mandatory requirement for your position. On [date], your previous certification expired. To date, our records show that you have not completed the necessary steps to renew this certification.
Your manager has worked with you to create a plan and timeline for certification renewal, including [list support provided, e.g., study resources, and exam scheduling assistance]. However, after [number of months] months, you have not made sufficient progress toward recertification.
Your contributions to [Company Name] are appreciated. Please return your company property, including [list items] to [name/department] no later than [date]. Your final paycheck, with wages through your last day of employment and payment for accrued PTO, will be mailed to your address on file. Benefits information will be provided separately.
If you have any questions about your termination or benefits continuation, please contact HR at [contact info]. We wish you success in your future career path.
Sincerely,
[Your Name]
[Your Title]
15. Termination Letter for Inability to Fulfill Job Responsibilities after Position Change
Subject: Termination of Employment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [termination date]. The decision to end your employment is based on your inability to fulfill the responsibilities of your role following your recent position change.
On [date], your role was changed from [previous job title] to [new job title] due to [reason for position change, e.g., department restructuring, business needs]. The expectations and requirements for success in this new position were clearly outlined and discussed with you, including [list key responsibilities].
However, after [number of weeks/months] in this role, your performance has not met the standards required. Specific areas where you have struggled to meet expectations include [list areas]. Your manager has provided regular feedback and coaching to help you improve and succeed in this position, but sufficient improvement has not been demonstrated.
Please complete the transition plan discussed with your manager and return all company property to [name/department] by [date]. Your final paycheck, including wages through your last day and any accrued, unused PTO, will be mailed to your address on file. Information about your benefits continuation will be sent separately.
We appreciate your service to [Company Name] and wish you success in your future professional endeavors. If you have questions about the terms of your termination, please contact HR at [contact info].
Regards,
[Your Name]
[Your Title]
Key Elements of a “Not a Good Fit” Termination Letter
When writing a termination letter for an employee who is not a good fit, there are several key components you should include:
- A clear statement that the employee’s employment is being terminated, along with the effective date.
- The specific reasons for the termination, referencing relevant incidents, performance issues, or policy violations. Be factual and avoid subjective statements.
- Details about final pay, including whether it will be issued immediately or mailed and what accrued time off will be included.
- Information about benefits continuation or termination.
- Instructions for returning company property.
- HR contact information for questions.
- A respectful closing that wishes the employee well, despite the circumstances.
Conclusion
Terminating an employee who is not a good fit is a challenging but sometimes necessary part of managing a team.
By using these sample termination letters as a guide and following best practices for delivering the message, you can handle this difficult situation with professionalism, compassion, and respect for all involved.
Remember, a well-crafted termination letter is an essential component of protecting your company and treating exiting employees fairly.