Most people think firing someone means having one awkward conversation and walking away. The reality tells a different story entirely. Professional dismissals require careful documentation, clear communication, and legally sound language that protects both parties while maintaining dignity throughout the process.
Smart employers understand that dismissal letters serve as your final official communication with departing employees. Each letter becomes part of permanent records, potentially reviewed by legal teams, unemployment offices, and future reference checkers. This collection provides you with ten professionally crafted templates that address common dismissal scenarios while helping you handle these difficult conversations with confidence and clarity.
Sample Letters of Dismissal
Each letter below addresses specific circumstances that might lead to employee termination. Use these templates as starting points, adapting the language and details to match your particular situation and company policies.
1. Performance-Based Dismissal
Subject: Employment Termination – Performance Issues
[Insert recipient’s address]
Dear [Employee Name],
Following our previous discussions regarding your work performance and the formal performance improvement plan implemented on [date], I regret to inform you that your employment with [Company Name] will be terminated effective [date].
Despite the support and additional training provided over the past [time period], the performance standards outlined in your job description and our company policies have not been consistently met. Specific areas of concern include [briefly list 2-3 specific issues without excessive detail].
Your final paycheck, including compensation for unused vacation days, will be processed according to company policy and state regulations. You will receive this payment by [date]. Please return all company property, including your ID badge, keys, laptop, and any confidential materials by [time] on your last day of work.
We appreciate your contributions during your time with our organization and wish you success in your future endeavors.
Sincerely,
[Your name and title]
2. Misconduct Termination
Subject: Immediate Employment Termination – Policy Violation
[Recipient’s complete address]
Dear [Employee Name],
Your employment with [Company Name] is terminated immediately, effective [date], due to violation of company policies as outlined in our employee handbook.
The investigation conducted between [dates] confirmed your involvement in [brief description of misconduct without excessive detail]. This behavior violates our code of conduct, specifically sections [reference policy numbers if applicable], and creates an environment inconsistent with our workplace standards.
You are required to return all company property immediately, including but not limited to your access cards, equipment, and any proprietary materials. Your final compensation will be calculated based on hours worked through your termination date and will be processed within [timeframe] as required by law.
All company benefits will cease as of your termination date. Information regarding COBRA continuation coverage will be mailed to your home address within the next ten business days.
This decision is final.
[Sender’s name and position]
3. Layoff Due to Restructuring
Subject: Position Elimination Notice
[Insert employee’s address]
Dear [Employee Name],
I am writing to inform you that your position as [job title] with [Company Name] will be eliminated effective [date] due to organizational restructuring and budget constraints beyond our control.
This decision reflects changes in our business operations and is not related to your job performance or conduct. Your dedication and professionalism have been valued throughout your tenure with our company.
You will receive severance pay equivalent to [amount/timeframe] in addition to compensation for accrued vacation time. Your health insurance benefits will continue through [date], and our HR department will provide information about COBRA options and unemployment benefit procedures.
During your remaining time with us, please work with [supervisor name] to transition your current projects and responsibilities. We are happy to provide positive references for your job search and will support your transition in any way possible.
Thank you for your service to our organization.
Best regards,
[Manager’s name and role]
4. End of Probationary Period
Subject: Probationary Period Evaluation – Employment Decision
[Employee’s mailing address]
Dear [Employee Name],
Your probationary period with [Company Name] concluded on [date]. After careful evaluation of your performance during this time, we have decided that your employment will not continue beyond the probationary period.
While you demonstrated effort in learning our systems and procedures, several key performance indicators have consistently fallen below the standards required for this position. The specific areas include [mention 2-3 areas briefly] which are essential for success in this role.
Your employment will end on [date]. You will receive payment for all hours worked through your final day, processed according to our standard payroll schedule. Please coordinate with [HR contact] to return company materials and complete your exit procedures.
We recognize that not every position is the right fit for every individual, and we encourage you to pursue opportunities that better align with your skills and career goals.
Sincerely,
[Your name and department]
5. Attendance-Related Termination
Subject: Employment Termination – Attendance Policy Violation
[Recipient’s home address]
Dear [Employee Name],
Your excessive absenteeism has resulted in violations of our attendance policy as outlined in the employee handbook. Despite previous verbal and written warnings regarding this issue, your attendance record has not improved to acceptable standards.
Your employment with [Company Name] is terminated effective [date]. Our records show [number] unexcused absences over the past [time period], which exceeds the maximum allowed under company policy.
Your final paycheck will include payment through your last day of work and will be available for pickup on [date] or mailed to your address on file. Please return your company ID, parking pass, and any other company property to [person/department] by [time] on [date].
Information regarding your benefits termination and COBRA options will be sent to your home address within the required timeframe.
[Insert your name and title]
6. Voluntary Resignation Acceptance
Subject: Resignation Acceptance
[Employee’s address information]
Dear [Employee Name],
This letter acknowledges receipt of your resignation letter dated [date], in which you indicated your intention to leave your position as [job title] with [Company Name].
We accept your resignation and confirm your last day of employment will be [date] as requested. During your remaining time with us, please work closely with [supervisor name] to ensure a smooth transition of your responsibilities and ongoing projects.
Your final paycheck, including accrued vacation pay, will be processed and available on [date]. Please schedule an exit interview with our HR department and return all company property, including your laptop, access cards, and any confidential materials.
We appreciate your [length of service] of dedicated service and wish you the best in your new position.
Thank you for your contributions to our team.
[Your name and position]
7. Contract Completion
Subject: Contract Employment Conclusion
[Contractor’s address]
Dear [Employee Name],
Your contract employment agreement with [Company Name] will conclude as scheduled on [date]. This letter serves as formal notification that your contract will not be renewed at this time.
You have successfully completed the project objectives outlined in your original agreement, and we appreciate the quality of work you delivered throughout this engagement. Your expertise in [specific area] contributed significantly to our project’s success.
Please submit your final timesheet and any outstanding expense reports by [date] to ensure timely processing of your final payment. All company equipment and materials should be returned to [department/person] before your departure date.
We will gladly provide references for future opportunities and would consider you for similar contract positions should they arise in the future.
Best wishes for continued success.
[Hiring manager name and title]
8. Position Redundancy
Subject: Position Redundancy Notification
[Employee’s residential address]
Dear [Employee Name],
Following our recent company-wide review of operations and staffing needs, your position as [job title] has been identified as redundant due to technological improvements and process automation implemented across our organization.
Your employment will conclude on [date], providing you with [notice period] advance notice as outlined in our employee agreement. This decision is purely operational and does not reflect your work quality or commitment to our company.
You will receive redundancy payment calculated according to [basis of calculation] in addition to your regular final paycheck and accrued benefits. Our outplacement services partner will contact you within [timeframe] to discuss career transition support and job search assistance.
Please schedule time with your supervisor to discuss project handovers and knowledge transfer requirements during your notice period.
We sincerely appreciate your contributions and dedication during your time with us.
[Management representative name and role]
9. Medical Inability to Perform Duties
Subject: Employment Termination – Medical Accommodation Limitations
[Send to employee’s preferred address]
Dear [Employee Name],
After extensive consultation with medical professionals, human resources, and legal counsel, we have determined that we cannot provide reasonable accommodations that would enable you to perform the essential functions of your position as [job title].
We have thoroughly explored various accommodation options over the past [time period], including modified schedules, assistive equipment, and role adjustments. Unfortunately, your medical condition prevents you from fulfilling the core requirements of your position, even with these accommodations.
Your employment will conclude on [date]. You are eligible for disability benefits through our group insurance plan, and complete information will be provided by [HR contact] within [timeframe]. Your health insurance coverage will continue according to policy terms.
We genuinely appreciate your dedication to our organization and regret that circumstances prevent your continued employment. You have been a valued member of our team.
With sincere regards,
[HR director name and credentials]
10. Immediate Termination for Cause
Subject: Immediate Employment Termination
[Employee’s last known address]
Dear [Employee Name],
Your employment with [Company Name] is terminated immediately, effective [date and time], due to serious violations of company policy that constitute grounds for immediate dismissal.
The incident that occurred on [date] involving [brief description without detailed specifics] represents a fundamental breach of your employment obligations and our code of conduct. This behavior is incompatible with our workplace standards and values.
You are prohibited from entering company premises without prior written authorization. All company property must be returned immediately, including access cards, equipment, documents, and any proprietary information. Security will escort you during the return of company materials.
Your final compensation will be limited to wages earned through your termination time. All company benefits cease immediately.
This termination is final and non-negotiable.
[Senior management name and position]
Wrapping Up: Employment Dismissal Letters
Effective dismissal letters protect your organization while treating departing employees with dignity and respect. Each situation requires careful consideration of legal requirements, company policies, and human compassion. Keep your language professional, factual, and clear while avoiding emotional statements or unnecessary details about the circumstances leading to termination.
Remember that these letters become permanent records that may be reviewed by lawyers, government agencies, and future employers. Document facts accurately, follow your company’s established procedures, and consult with legal counsel when dealing with complex situations. The investment in proper documentation saves time, money, and stress for everyone involved in these difficult employment decisions.