Terminating an employee is never an easy decision.
However, there are times when it becomes necessary due to an employee’s misconduct, poor performance, or violation of company policies.
In such cases, a well-drafted termination letter is essential to document the reasons for the termination and protect the company from potential legal issues.
This article provides 15 sample termination letters for various scenarios involving just cause.
These templates can serve as a starting point for crafting your termination letters, ensuring that you communicate the decision effectively and professionally.
Sample Termination Letters for Just Cause
Below are 15 sample termination letters addressing different situations where termination is justified:
1. Termination for Excessive Absenteeism
Subject: Termination of Employment – Excessive Absenteeism
Dear [Employee Name],
This letter serves as formal notice that your employment with [Company Name] is being terminated effective immediately due to excessive absenteeism. As per our attendance policy, which you acknowledged upon hiring, employees are expected to maintain regular attendance and provide timely notice of any absences.
Despite multiple warnings and opportunities for improvement, your attendance has not met the required standards. Your excessive absenteeism has negatively impacted your performance and placed an undue burden on your colleagues.
Please return all company property, including your employee ID badge and any equipment issued to you, by [Date]. Your final paycheck, including any accrued vacation time, will be mailed to your address on file within [Number] business days.
If you have any questions or concerns, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
2. Termination for Insubordination
Subject: Termination of Employment – Insubordination
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately due to repeated instances of insubordination. As an employee, you are expected to follow the directives of your supervisors and management team and to conduct yourself respectfully and professionally.
On [Date], you were instructed by your supervisor to [Task/Directive], but you refused to comply. This follows previous incidents on [Date] and [Date] where you exhibited similar insubordinate behavior. Your actions have undermined the authority of your supervisors and disrupted the workplace.
Please gather your personal belongings and return your employee ID badge and any company property in your possession to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
3. Termination for Violation of Company Policy
Subject: Termination of Employment – Violation of Company Policy
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective [Date] due to your violation of company policy. As outlined in our employee handbook, which you acknowledged receiving and reviewing, [Company Name] maintains strict policies regarding [Policy Topic].
On [Date], it was brought to our attention that you [Specific Policy Violation]. This behavior is in direct violation of our [Policy Name] and will not be tolerated. After a thorough investigation, the decision has been made to terminate your employment.
You are required to return all company property, including your employee ID badge, laptop, and any other equipment issued to you, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions or concerns, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
4. Termination for Falsification of Records
Subject: Termination of Employment – Falsification of Records
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately due to the falsification of company records. As an employee, you are expected to maintain accurate and truthful records in all aspects of your work.
During a recent audit, it was discovered that you falsified [Specific Records] on [Date]. This is a serious breach of trust and a violation of our company’s code of conduct. As a result, we have no choice but to terminate your employment.
Please return all company property, including your employee ID badge and any files or documents in your possession, to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
5. Termination for Theft
Subject: Termination of Employment – Theft
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective immediately due to theft of company property. As an employee, you are entrusted with company assets and expected to maintain the highest standards of honesty and integrity.
On [Date], surveillance footage captured you removing [Item] from the company premises without authorization. This act of theft is a serious violation of our trust and company policies. As a result, we have decided to terminate your employment.
You are required to return all company property, including your employee ID badge, any stolen items, and any other equipment issued to you, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days, minus the value of any unreturned or damaged company property.
Please be advised that [Company Name] reserves the right to pursue legal action in response to this incident. If you have any questions, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
6. Termination for Harassment
Subject: Termination of Employment – Harassment
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated effective immediately due to your engagement in harassing behavior toward your colleagues. [Company Name] maintains a strict anti-harassment policy, which you were made aware of upon hiring and through subsequent training sessions.
On [Date], the Human Resources department received a formal complaint alleging that you [Specific Harassing Behavior] towards [Victim Name]. After a thorough investigation, it has been determined that your actions constitute harassment and create a hostile work environment, which will not be tolerated.
Please gather your personal belongings and return your employee ID badge and any company property in your possession to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
7. Termination for Drug or Alcohol Use on the Job
Subject: Termination of Employment – Drug or Alcohol Use on the Job
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective immediately due to your use of [Drugs/Alcohol] while on the job. As outlined in our employee handbook and drug-free workplace policy, the use of [Drugs/Alcohol] during work hours or on company premises is strictly prohibited.
On [Date], you were observed [Specific Incident] by your supervisor, and a subsequent drug test confirmed the presence of [Substance] in your system. This behavior poses a serious safety risk to yourself and your colleagues and compromises your ability to perform your job duties effectively.
You are required to return all company property, including your employee ID badge and any equipment issued to you, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
[Company Name] encourages you to seek professional help for your [Drug/Alcohol] use. If you have any questions or need assistance with resources, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
8. Termination for Gross Misconduct
Subject: Termination of Employment – Gross Misconduct
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately due to gross misconduct. On [Date], you were involved in an incident where you [Specific Misconduct]. This behavior is completely unacceptable and violates multiple company policies, including [Policy Names].
Your actions have not only put the company at risk but have also damaged the trust and respect that is essential in the workplace. After careful consideration, we have determined that termination is the appropriate course of action.
Please return all company property, including your employee ID badge, laptop, and any other equipment issued to you, to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
9. Termination for Poor Performance
Subject: Termination of Employment – Poor Performance
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective [Date] due to unsatisfactory job performance. Despite multiple performance reviews, coaching sessions, and opportunities for improvement, your work has consistently failed to meet the expectations of your role.
On [Date], you received a written warning outlining the specific areas in which your performance was lacking, including [Areas of Improvement]. Since then, there has been no significant improvement in your performance, and you have failed to meet the goals outlined in your performance improvement plan.
Please gather your personal belongings and return your employee ID badge and any company property in your possession to [Manager Name] by [Date]. Your final paycheck, including any accrued vacation time, will be processed and mailed to your address on file within [Number] business days.
We wish you the best in your future endeavors. If you have any questions, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
10. Termination for Misuse of Company Resources
Subject: Termination of Employment – Misuse of Company Resources
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated effective immediately due to your misuse of company resources. As an employee, you are entrusted with company assets and expected to use them responsibly and exclusively for business purposes.
On [Date], it was discovered that you had been using company equipment, specifically [Equipment], for personal gain and without authorization. This misuse of company resources is a serious breach of trust and a violation of our company policies.
Please return all company property, including your employee ID badge, [Equipment], and any other assets in your possession, to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
11. Termination for Breach of Confidentiality
Subject: Termination of Employment – Breach of Confidentiality
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective immediately due to a breach of confidentiality. As outlined in your employment agreement and confidentiality policies, you are obligated to protect the company’s confidential information and trade secrets.
On [Date], it was brought to our attention that you [Specific Breach], which resulted in the unauthorized disclosure of sensitive company information. This breach of confidentiality has put the company at significant risk and undermined the trust placed in you as an employee.
You are required to return all company property, including your employee ID badge, laptop, and any documents or files containing confidential information, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
Please be advised that [Company Name] reserves the right to pursue legal action to protect its confidential information and interests. If you have any questions, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
12. Termination for Conflict of Interest
Subject: Termination of Employment – Conflict of Interest
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective [Date] due to a conflict of interest. As an employee, you are expected to act in the best interests of the company and avoid any situations that may create a conflict or the appearance of a conflict.
It has come to our attention that you [Specific Conflict], which directly conflicts with your responsibilities and obligations as an employee of [Company Name]. This conflict of interest compromises your ability to perform your job duties impartially and puts the company at risk.
Please gather your personal belongings and return your employee ID badge and any company property in your possession to [Manager Name] by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
If you have any questions or concerns, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
13. Termination for Workplace Violence
Subject: Termination of Employment – Workplace Violence
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective immediately due to your involvement in a workplace violence incident. [Company Name] maintains a zero-tolerance policy for any form of violence, threats, or intimidation in the workplace.
On [Date], you were involved in a physical altercation with [Victim Name], during which you [Specific Violent Behavior]. This behavior is completely unacceptable and poses a serious safety risk to your colleagues and the work environment.
You are required to return all company property, including your employee ID badge and any equipment issued to you, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
Please be advised that [Company Name] reserves the right to pursue legal action in response to this incident. If you have any questions, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
14. Termination for Fraud
Subject: Termination of Employment – Fraud
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated effective immediately due to your involvement in fraudulent activities. As an employee, you are expected to maintain the highest standards of integrity and honesty in all your dealings on behalf of the company.
During a recent investigation, it was discovered that you [Specific Fraudulent Activity], which resulted in significant financial losses for the company. This fraudulent behavior is a serious violation of our trust and company policies and will not be tolerated.
Please return all company property, including your employee ID badge, laptop, and any documents or files related to the fraudulent activities, to [Manager Name] by the end of the day. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
Be advised that [Company Name] will be pursuing legal action in response to this incident. If you have any questions, please direct them to the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
15. Termination for Violation of Non-Compete Agreement
Subject: Termination of Employment – Violation of Non-Compete Agreement
Dear [Employee Name],
This letter serves as notice that your employment with [Company Name] is being terminated effective immediately due to your violation of the non-compete agreement you signed upon accepting employment with the company. As outlined in the agreement, you are prohibited from engaging in certain activities that compete with [Company Name]’s business interests for a specified period following your employment.
It has come to our attention that you have [Specific Violation], which directly violates the terms of your non-compete agreement. This breach of contract has put the company at a competitive disadvantage and undermined the trust placed in you as an employee.
You are required to return all company property, including your employee ID badge, laptop, and any confidential documents or files, by [Date]. Your final paycheck will be processed and mailed to your address on file within [Number] business days.
Please be advised that [Company Name] reserves the right to pursue legal action to enforce the terms of the non-compete agreement and protect its business interests. If you have any questions, please contact the Human Resources department.
Sincerely,
[Manager Name]
[Company Name]
Wrap-up: Termination Letters
Terminating an employee is a difficult but sometimes necessary decision.
By using these sample termination letters as a guide, you can ensure that your communication is clear, professional, and legally compliant.
Always consult with your HR department and legal counsel to ensure that your termination process follows best practices and complies with applicable laws and regulations.
Remember, the goal of a termination letter is to provide a clear and professional record of the reasons for the termination and to protect the company from potential legal issues.
By following these guidelines and working closely with your HR and legal teams, you can handle the termination process with sensitivity and minimize the risk of legal complications.
Terminating an employee is never an easy task, but it is a reality that many managers and business owners face.
By approaching the situation with empathy, professionalism, and a focus on clear communication, you can help ensure a smooth transition for both the employee and the company.