Terminating an employee for poor performance is never easy.
It requires careful documentation, clear communication, and a fair process.
However, sometimes it becomes necessary when an employee consistently fails to meet expectations despite coaching and performance improvement plans.
In this article, we provide 15 sample termination letters that you can use as a starting point when you need to let an employee go for not meeting the standards and expectations of their role.
While each situation is unique, these templates can help ensure that your message is professional, compliant, and respectful.
Sample Termination Letters for Not Meeting Expectations
Here are the sample letters:
Letter 1: Termination for Failing to Meet Sales Targets
Subject: Termination of Employment – John Smith
Dear John,
This letter serves as formal notification that your employment with ABC Company is being terminated effective immediately. This decision was made after careful consideration of your performance in the Sales Associate role.
As documented in your last two performance reviews and subsequent performance improvement plans, you have consistently failed to meet the monthly sales quotas for your position. We provided coaching, training, and support to help you improve, but unfortunately, your performance has not reached the required level.
Your final paycheck will include pay through today, as well as any accrued PTO. You will receive information about your benefits and COBRA eligibility in the mail within the next week. Please return all company property, including your employee badge and laptop, to HR by the end of the week.
If you have any questions, please contact me or the HR department. We wish you success in your future endeavors.
Regards,
Sarah Jones
Sales Manager
Letter 2: Termination for Excessive Errors in Financial Reports
Subject: Notice of Termination – Michael Johnson
Dear Michael,
I regret to inform you that we are terminating your employment as a Financial Analyst at XYZ Corporation, effective two weeks from today’s date. As discussed in our meetings over the past several months, there have been ongoing issues with the accuracy of the financial reports and analyses you prepared.
Despite additional training and mentoring, you have continued to make errors that have led to incorrect data being presented to senior leadership and external stakeholders. The consequences of these inaccuracies are severe and put the company at risk.
You will receive your final paycheck on your last day, including payment for the two-week notice period and any unused vacation time per company policy. HR will reach out to you to arrange the return of company property and to provide information about your benefits post-employment.
Please let me know if you have any questions. Thank you for your service to XYZ Corporation.
Sincerely,
Lisa Thompson
Controller
Letter 3: Termination for Failure to Complete Required Training
Subject: Employment Termination – Sarah Davis
Dear Sarah,
This letter confirms that your employment at 123 Industries is terminated, effective at the close of business today. As we discussed in last week’s meeting, you did not complete the mandatory safety training courses by the extended deadline, even after multiple reminders.
All production floor employees are required to complete these courses to ensure compliance with OSHA regulations and to maintain a safe work environment. Failure to do so puts yourself, your coworkers, and the company at serious risk.
Please gather your personal belongings and return your employee ID to security on your way out today. Your final paycheck will be mailed to your address on file within 5 business days and will include pay for hours worked through today. Information about your COBRA eligibility will follow in a separate letter.
If you have any questions, please contact HR. We wish you the best in your future career.
Regards,
John Roberts
Production Manager
Letter 4: Termination for Substandard Work Quality
Subject: Termination Notice – Emily Wilson
Dear Emily,
I am writing to notify you that your position as a Graphic Designer at Design Co. is being eliminated, effective immediately. This decision was made based on the ongoing quality issues with your work, which have not improved despite feedback and coaching over the past 90 days.
On several recent projects, your designs contained errors and did not meet the specifications provided by the clients. This required rework by other team members negatively impacted our client relationships, and put project deadlines at risk. We are unable to continue your employment given these performance concerns.
Your final paycheck, including pay through today and accrued PTO, will be directly deposited on the next regular payday. Please return all company equipment and key cards to the IT department no later than this Friday. HR will send information about benefits continuation under COBRA.
Please feel free to contact me or HR with any questions about this transition. We appreciate your contributions to Design Co. and wish you well.
Best regards,
Mark Taylor
Creative Director
Letter 5: Termination for Unacceptable Error Rates
Subject: Notice of Termination of Employment – David Lee
Dear David,
I regret to inform you that based on your unacceptable level of errors, RPM Tech has decided to terminate your employment as a Quality Assurance Analyst, effective as of today’s date per the terms of your employment agreement.
Our records show that your error rate in software testing has exceeded the acceptable threshold of 2% for the last four testing cycles. This is despite two previous warnings and additional QA training provided to help you improve your accuracy. Client complaints have increased due to defects missed during testing.
As discussed in last week’s meeting, this error rate puts product quality and client satisfaction at risk, which we cannot allow to continue. Your manager will provide you with your final paycheck, which includes wages through today and payment for accrued vacation time. Please return your employee badge and any company devices to the IT helpdesk.
If you have any questions, please contact your manager or HR Business Partner. Thank you for your understanding in this matter.
Sincerely,
Susan Nguyen
VP Quality Assurance
Letter 6: Termination for Lack of Essential Skills
Subject: Termination of Employment – James Miller
Dear James,
As discussed in our meeting today, we have made the difficult decision to terminate your employment as a Software Engineer at ABC Tech Company, effective immediately. This is due to your ongoing struggles to perform the essential functions of your role, despite training and support from your manager.
The position requires proficiency in Java and Python, which were clear prerequisites when you were hired. However, your code regularly contains errors and does not meet our standards. Additional coaching and training have not adequately improved your skill level to match the job requirements.
You will receive your final paycheck on the next regular pay date, including pay through today and any accrued PTO. Please work with HR to transition your responsibilities and return company equipment by the end of the week.
We appreciate your efforts and wish you success in a future role that is a better match for your skillset. Please let me know if you have any questions.
Best regards,
Tom Jackson
Engineering Manager
Letter 7: Termination for Productivity Below Standards
Subject: Notice of Termination – Hannah Johnson
Dear Hannah,
I am writing to inform you that your employment as an Administrative Assistant at XYZ Corporation is being terminated, effective two weeks from today. This decision was made based on your job performance, which has consistently fallen below the productivity standards for your position.
As documented in your last performance review, you have struggled to complete tasks accurately and on time. We have provided additional training and extended deadlines, but your output remains well below your peers and is impacting the efficiency of the department.
You will remain on the payroll for the next two weeks but are not required to return to the office. Your final paycheck will include pay for the notice period and any unused vacation time. Please return all company property to the HR office and contact them with any questions about your benefits.
Thank you for your service to XYZ Corporation. We wish you well in your next role.
Regards,
Samantha Davis
Office Manager
Letter 8: Termination for Lack of Improvement After Performance Coaching
Subject: Termination of Employment – John Wilson
Dear John,
As a follow-up to our recent discussions, we have decided to end your employment as an Account Manager at ABC Company, effective immediately. This decision was made after careful consideration of your performance over the past six months.
Following your last performance review which identified areas for improvement, we implemented a performance improvement plan that included additional training, weekly check-ins with your manager, and SMART goals to track progress. However, we have not seen the necessary improvement in your account management and client communication skills to meet the standards for your role.
You will receive your final paycheck on the next regular payroll date, including any commissions owed and accrued PTO. Please return your company laptop and badge to IT by the end of the week. HR will reach out to schedule an exit interview and provide benefits information.
Please let me know if you have any questions. We appreciate your contributions to ABC Company and wish you success in your future endeavors.
Sincerely,
Jake Thompson
Sales Director
Letter 9: Termination for Missing Key Deadlines
Subject: Notice of Termination – Mary Johnson
Dear Mary,
I regret to inform you that we have decided to terminate your employment as a Project Coordinator at 123 Company, effective end of the day today. As discussed in our recent meetings, you have missed several key project deadlines, causing a significant impact on our clients and putting our reputation at risk.
We have provided mentoring and tools to help with time management and task prioritization, but unfortunately, your performance has not improved to meet the requirements of your role. The late delivery of the last two milestones on the ABC project was the final factor in our decision.
Your final paycheck will include wages through today and payment for accrued but unused PTO. Please contact HR to arrange the return of your company laptop and to address any questions about your post-employment benefits.
Thank you for your service and dedication to 123 Company. We wish you the best in your future career path.
Regards,
Walter Green
Director of Operations
Letter 10: Termination for Failure to Learn Required Technical Skills
Subject: Termination of Employment – Natalie Lee
Dear Natalie,
This letter serves as formal notice that your employment as a Business Analyst at XYZ Co. is terminated as of today. We have made this difficult decision after months of training and coaching has not sufficiently improved your technical proficiency to meet the skill requirements of your role.
As discussed in recent performance meetings, analysts at your level are required to have advanced SQL querying and Tableau data visualization skills. Despite completing internal and external training on these tools, your work still does not demonstrate the necessary level of competence and frequently requires substantial revisions.
We feel it is best at this juncture to end your employment so that you can seek a role that better matches your current skillset. You will be paid through today and will receive your final paycheck, including any accrued PTO, on the next regular payday. Please return your employee badge and laptop to the IT department.
If you have any questions, please feel free to contact your manager or HR business partner. We wish you all the best in your future endeavors.
Regards,
Patricia Jones
Analytics Director
Letter 11: Termination for Inability to Perform Essential Job Functions
Subject: Notice of Termination of Employment – Robert Smith
Dear Robert,
I regret to inform you that your employment as a Warehouse Associate at ABC Supply Co. is being terminated, effective immediately. This decision was made after a careful review of your performance and ability to carry out the essential functions of your role.
As outlined in your job description, this position requires the ability to regularly lift and move packages weighing up to 50 lbs. Despite accommodations and reassignment of duties, you have been unable to consistently perform this essential function due to physical limitations, as supported by documentation from your healthcare provider.
We have determined that there are no other vacant positions that you are qualified for that would not require heavy lifting. Therefore, we must end your employment at this time. Your final paycheck, including wages through today and payment of accrued PTO, will be mailed to your address on file within 5 business days.
If you have any questions, please reach out to HR. We appreciate your service to our company and wish you well.
Regards,
William Davis
Warehouse Manager
Letter 12: Termination for Inability to Work Scheduled Hours
Subject: Termination of Employment – Margaret Thompson
Dear Margaret,
This letter serves as notification of your termination from the Customer Service Representative role at XYZ Co., effective as of today’s date. We have made this difficult decision based on your ongoing inability to maintain your scheduled shifts.
As a customer-facing role, regular and predictable attendance during your assigned hours is an essential function of this job. We have provided multiple warnings and worked with you to try to resolve the situation. However, you have been unable to consistently report to work for your shifts, creating hardship for your coworkers and impacting our ability to serve customers.
Your final wages, through today, will be deposited on the next regular payday along with any accrued PTO. Please return your headset and employee badge to your supervisor. Contact HR with any questions regarding your benefits.
We wish you the best in a role that provides more flexibility for your circumstances.
Regards,
Jennifer Wilson
Customer Service Manager
Letter 13: Termination for Inability to Meet Physical Job Requirements
Subject: Notice of Termination – Christopher Jones
Dear Christopher,
I am writing to inform you that your employment as a Firefighter with the City Fire Department is being terminated effective immediately. As discussed in our recent meeting, the results of your last physical examination indicated that you are unable to meet the physical requirements of the role.
As an emergency responder, you must be able to pass the annual physical agility test, which simulates the strenuous activities required on the job. The test and requirements are a bona fide occupational qualification for this safety-sensitive position.
Unfortunately, you did not pass the mandatory test this year and therefore are not cleared for active duty. Given the critical physical demands of this role, we have no choice but to end your employment at this time.
You will be paid through today and will receive information about your COBRA eligibility in the mail. Please work with HR to return your uniforms and gear and to address any questions about your benefits or pension.
We greatly appreciate your years of brave service to the community and wish you all the best.
Sincerely,
Michael Brown
Fire Chief
Letter 14: Termination for Poor Attention to Detail
Subject: Termination of Employment – Rebecca White
Dear Rebecca,
As discussed in our meeting today, we have decided to terminate your employment as a Medical Billing Specialist at ABC Medical Group, effective immediately. This decision was made based on ongoing errors and a lack of attention to detail in your work.
In your role, preciseness in medical coding, billing, and claims submission is critical for regulatory compliance and the financial health of our practice. Despite feedback and additional training, your error rate has remained unacceptably high. Billing and coding inaccuracies have led to rejected claims, necessitating rework and putting our practice at risk.
Your final paycheck will be mailed to you and will include pay through today along with your accrued PTO balance. Please return your office keys and parking pass to the HR department.
If you have any questions, please contact me or the practice manager. Thank you for your service to ABC Medical Group. We wish you success in your future career.
Regards,
Dr. Susan Johnson
Managing Partner
Letter 15: Termination for Inability to Maintain Professional Licensure
Subject: Notice of Termination – Kevin Brown
Dear Kevin,
I regret to inform you that we are terminating your employment as a Physical Therapist at XYZ Rehabilitation Center effective immediately. As discussed last week, your state physical therapy license has expired and you have been unable to provide documentation of renewal.
Maintaining a current professional license is a condition of employment for all clinical staff and is necessary for us to operate in compliance with state regulations. Without a valid PT license, you are not able to legally perform your job duties.
We have placed you on unpaid administrative leave for the past week to allow you time to resolve the issue with your license. However, as of today, our records still show that your license has expired. We have no choice but to end your employment at this time.
Please contact payroll to arrange pick up of your final paycheck, which will include any hours worked before your leave. Return your badge, keys, and any patient records to the office manager.
If you have questions or can reinstate your license, please reach out to discuss potential future opportunities. We wish you the best.
Regards,
Dr. John Taylor
Clinical Director
Wrapping Up Sample Termination Letters
Terminating an employee is always challenging, but having a clear, professional letter helps protect the company, treat the employee with respect, and hopefully avoid any disputes.
The key is to be specific about the reasons for termination, focusing on performance against job expectations.
Remember, these templates are a starting point.
Each letter needs to be customized to fit the situation, based on the employee’s role, the exact nature of the performance issues, and prior communications.
Always work closely with HR and legal counsel to ensure your termination letters and processes are fair and compliant.
With empathy and attention to detail, you can navigate this difficult task in a way that allows the employee to move on gracefully while safeguarding the best interests of your company.
Investing time upfront in good documentation and clear communication can prevent a host of problems down the line.
Remember, termination should always be a last resort after performance management efforts have been exhausted.
Treat employees with dignity, provide clear reasons backed by documentation, and ensure that your process is legally compliant.
With care and professionalism, you can handle these challenging situations in the best way possible for all involved.