Workplace harassment is a serious issue that no organization can afford to ignore.
Not only does it create a hostile and unproductive work environment, but it also exposes the company to potential legal liabilities.
As an employer, it is crucial to take prompt and decisive action when an employee engages in harassing behavior.
One important step in addressing harassment is properly documenting the termination process.
A well-written termination letter not only communicates the reason for the dismissal but also serves as a formal record of the incident.
The following sample termination letters guide how to handle various harassment scenarios.
Sample Termination Letters for Harassment
Below are 15 sample termination letters to use as a reference when addressing harassment in the workplace:
1. Termination Letter for Sexual Harassment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is being terminated effective immediately due to your violation of our company’s anti-harassment policy. On [date], we received a complaint alleging that you engaged in sexual harassment towards a coworker, [Victim Name].
Our investigation into this matter has confirmed that your conduct was inappropriate and created a hostile work environment. Such behavior is strictly prohibited and will not be tolerated under any circumstances. Your actions constitute a serious breach of our company policies and standards of conduct.
Please be advised that your termination is based on the following specific incidents:
- [Description of incident 1]
- [Description of incident 2]
- [Description of incident 3]
You are expected to return all company property, including your identification badge, office keys, and any equipment issued to you, by [date]. Your final paycheck, including any accrued vacation time, will be mailed to your address on file.
Please note that this termination does not preclude [Company Name] from taking further legal action in response to your misconduct. We reserve the right to pursue all available remedies to protect our employees and our organization.
If you have any questions regarding this termination, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
2. Termination Letter for Racial Harassment
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated, effective [date], due to your involvement in racial harassment directed towards your colleague, [Victim Name]. We have thoroughly investigated the matter and have determined that your actions violated our company’s anti-harassment policy.
On [date], it was reported that you made several racially derogatory comments and jokes targeting [Victim Name]’s ethnicity. Witnesses have corroborated these allegations. Such conduct is unacceptable and contradicts our values of diversity, inclusion, and respect for all employees.
Your behavior has not only caused distress to your coworker but has also disrupted the work environment. We cannot and will not tolerate any form of racial harassment or discrimination within our organization.
As per company policy, you will receive your final paycheck, which includes any outstanding salary and accrued vacation time, within [number] business days. You are required to return all company property in your possession, including your access card and any equipment, by [date].
Please be advised that this termination does not waive our right to take further legal action if deemed necessary. We strongly condemn racial harassment and will take all appropriate measures to address such incidents.
If you have any questions, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
3. Termination Letter for Age-Based Harassment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated, effective immediately. This decision is based on the findings of our investigation into allegations of age-based harassment made against you.
Our investigation revealed that you made repeated derogatory comments and jokes about the age of your coworker, [Victim Name], and other older employees. Your conduct created a hostile and offensive work environment, which is a clear violation of our company’s anti-harassment policy.
Age discrimination and harassment are strictly prohibited under the Age Discrimination in Employment Act (ADEA) and our company’s commitment to equal employment opportunity. Your actions demonstrate a blatant disregard for these principles and have no place in our organization.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take age-based harassment very seriously and will not hesitate to take legal action if necessary to protect our employees and maintain a respectful workplace.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
4. Termination Letter for Religious Harassment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in religious harassment towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you made disparaging remarks about [Victim Name]’s religious beliefs and practices on multiple occasions. Your actions created a hostile and intimidating work environment, which is unacceptable and goes against our company’s values of diversity and inclusion.
Religious harassment is a form of discrimination prohibited by Title VII of the Civil Rights Act of 1964 and our company’s anti-harassment policy. Your behavior demonstrates a lack of respect for your coworker’s religious freedom and has no place in our organization.
As of [date], you are no longer authorized to enter company premises or represent [Company Name] in any capacity. Please return all company property, including your access card and any equipment, to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct. We are committed to maintaining a respectful workplace free from religious harassment and discrimination.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
5. Termination Letter for Disability Harassment
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated, effective immediately, due to your involvement in disability harassment directed towards your coworker, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you made insensitive and derogatory comments about [Victim Name]’s disability on several occasions. Your actions created a hostile and demeaning work environment, which is a clear violation of the Americans with Disabilities Act (ADA) and our company’s anti-harassment policy.
Disability harassment is a form of discrimination that will not be tolerated under any circumstances. Your behavior demonstrates a lack of respect for individuals with disabilities and undermines our commitment to an inclusive workplace.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take disability harassment very seriously and will not hesitate to take further legal action to protect our employees and maintain a respectful work environment.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
6. Termination Letter for Sexual Orientation Harassment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in harassment based on sexual orientation towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you made offensive comments and jokes about [Victim Name]’s sexual orientation on multiple occasions. Your actions created a hostile and intimidating work environment, which is unacceptable and goes against our company’s values of diversity and inclusion.
Harassment based on sexual orientation is a form of discrimination prohibited by law and our company’s anti-harassment policy. Your behavior demonstrates a lack of respect for your coworker’s personal life and has no place in our organization.
As of [date], you are no longer authorized to enter company premises or represent [Company Name] in any capacity. Please return all company property, including your access card and any equipment, to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct. We are committed to maintaining a respectful workplace free from harassment and discrimination based on sexual orientation.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
7. Termination Letter for Gender Identity Harassment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to your involvement in gender identity harassment directed towards your coworker, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you made derogatory comments and jokes about [Victim Name]’s gender identity on several occasions. Your actions created a hostile and demeaning work environment, which is a clear violation of our company’s anti-harassment policy and anti-discrimination laws.
Harassment based on gender identity is a form of discrimination that will not be tolerated under any circumstances. Your behavior demonstrates a lack of respect for individuals who identify as transgender or gender non-conforming and undermines our commitment to an inclusive workplace.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take gender identity harassment very seriously and will not hesitate to take further legal action to protect our employees and maintain a respectful work environment.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
8. Termination Letter for National Origin Harassment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in national origin harassment towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you made offensive comments and jokes about [Victim Name]’s national origin and ethnicity on multiple occasions. Your actions created a hostile and intimidating work environment, which is unacceptable and goes against our company’s values of diversity and inclusion.
Harassment based on national origin is a form of discrimination prohibited by Title VII of the Civil Rights Act of 1964 and our company’s anti-harassment policy. Your behavior demonstrates a lack of respect for your coworker’s cultural background and has no place in our organization.
As of [date], you are no longer authorized to enter company premises or represent [Company Name] in any capacity. Please return all company property, including your access card and any equipment, to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct. We are committed to maintaining a respectful workplace free from national origin harassment and discrimination.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
9. Termination Letter for Retaliation
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated, effective immediately, due to your involvement in retaliatory actions against your coworker, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you engaged in retaliatory behavior towards [Victim Name] after they filed a harassment complaint against you. Your actions, which included [description of retaliatory behavior], were a clear violation of our company’s anti-retaliation policy.
Retaliation against individuals who report harassment or participate in harassment investigations is strictly prohibited by law and our company’s policies. Your behavior undermines our commitment to creating a safe and supportive work environment where employees feel comfortable speaking up about misconduct.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take retaliation very seriously and will not hesitate to take further legal action to protect our employees and maintain a culture of integrity and accountability.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
10. Termination Letter for Cyberbullying
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in cyberbullying towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you sent harassing and threatening messages to [Victim Name] through company email and instant messaging platforms. Your actions created a hostile and intimidating virtual work environment, which is unacceptable and goes against our company’s anti-harassment policy.
Cyberbullying is a form of harassment that will not be tolerated, regardless of whether it occurs on or off company premises. Your behavior demonstrates a lack of respect for your coworkers and a misuse of company resources.
As of [date], your access to all company systems and networks will be revoked. Please return any company-issued equipment to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct. We are committed to maintaining a respectful workplace, both in-person and online.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
11. Termination Letter for Physical Harassment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to your involvement in physical harassment directed towards your coworker, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you engaged in unwanted physical contact with [Victim Name], including [description of physical harassment]. Your actions created an unsafe and threatening work environment, which is a clear violation of our company’s anti-harassment policy and may constitute criminal behavior.
Physical harassment is a serious offense that will not be tolerated under any circumstances. Your behavior demonstrates a complete disregard for your coworker’s boundaries and safety.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take physical harassment very seriously and will cooperate fully with law enforcement if necessary. We are committed to maintaining a safe workplace where employees are free from physical threats and violence.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
12. Termination Letter for Verbal Harassment
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in verbal harassment towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you subjected [Victim Name] to repeated verbal abuse, including yelling, swearing, and making derogatory comments. Your actions created a hostile and intimidating work environment, which is unacceptable and goes against our company’s anti-harassment policy.
Verbal harassment is a form of psychological abuse that can have severe negative impacts on an individual’s well-being and productivity. Your behavior demonstrates a lack of respect for your coworker and a failure to adhere to basic standards of professionalism.
As of [date], you are no longer authorized to enter company premises or represent [Company Name] in any capacity. Please return all company property, including your access card and any equipment, to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct. We are committed to maintaining a respectful workplace free from verbal harassment and abuse.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
13. Termination Letter for Sexual Assault
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated, effective immediately, due to your involvement in a sexual assault incident involving your coworker, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you engaged in non-consensual sexual contact with [Victim Name] on company premises. Your actions constitute a criminal offense and a severe violation of our company’s anti-harassment and anti-violence policies.
Sexual assault is an unacceptable and egregious act that will not be tolerated under any circumstances. Your behavior demonstrates a complete disregard for your coworker’s rights, safety, and well-being.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take sexual assault very seriously and will cooperate fully with law enforcement in their investigation. We are committed to maintaining a safe workplace where employees are free from sexual violence and abuse.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
14. Termination Letter for Stalking
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is terminated, effective [date], due to your engagement in stalking behavior towards your colleague, [Victim Name]. Our investigation into the matter has substantiated the allegations against you.
It has come to our attention that you followed, watched, and harassed [Victim Name] both during and outside of work hours. Your actions created a threatening and intimidating environment for [Victim Name], which is unacceptable and goes against our company’s anti-harassment policy.
Stalking is a form of harassment that can cause significant emotional distress and fear for one’s safety. Your behavior demonstrates a lack of respect for your coworker’s privacy and personal boundaries.
As of [date], you are no longer authorized to enter company premises or represent [Company Name] in any capacity. Please return all company property, including your access card and any equipment, to [HR Contact Name] by [date]. Your final paycheck will be mailed to your address on file.
Please be advised that we reserve the right to take further legal action in response to your misconduct, including cooperating with law enforcement if necessary. We are committed to maintaining a safe workplace free from stalking and harassment.
If you have any questions regarding this termination, please contact [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
15. Termination Letter for Quid Pro Quo Sexual Harassment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to your involvement in quid pro quo sexual harassment directed towards your subordinate, [Victim Name]. Our investigation into the matter has confirmed the allegations against you.
It has been reported that you made unwanted sexual advances towards [Victim Name] and implied that their job security and advancement were contingent upon accepting your advances. Your actions constituted a severe abuse of your authority and a violation of our company’s anti-harassment policy.
Quid pro quo sexual harassment is a form of sexual coercion that exploits the power imbalance between a supervisor and a subordinate. Your behavior demonstrates a complete disregard for professional boundaries and ethical conduct.
Please return all company property, including your employee ID, office keys, and any equipment assigned to you, to [HR Contact Name] by [date]. Your final paycheck will be processed and mailed to your address on file.
We take quid pro quo sexual harassment very seriously and will not hesitate to take further legal action to address this misconduct. We are committed to maintaining a workplace free from sexual exploitation and abuse of power.
If you have any questions or concerns, please direct them to [HR Contact Name] in the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Wrapping Up Termination Letters for Harassment
Terminating an employee for harassment is never a pleasant task, but it is a necessary step in maintaining a safe and respectful work environment.
By using clear and specific language in termination letters, employers can document the reasons for the dismissal and protect themselves from potential legal challenges.
Remember, a termination letter is just one aspect of addressing workplace harassment.
It is essential to have a comprehensive anti-harassment policy in place, provide regular training to employees, and foster a culture of respect and inclusion.
By taking a proactive and decisive stance against harassment, employers can create a workplace where all employees feel valued, supported, and free to do their best work.