Ending an employee’s contract is never an easy task. As a manager or business owner, you may find yourself in the difficult position of having to let someone go due to poor performance, misconduct, or downsizing.
Crafting a well-written termination letter is crucial to communicate the reasons for the dismissal while maintaining professionalism and minimizing legal risks.
In this article, we provide 15 sample termination letters tailored for PLDT, one of the largest telecommunications companies in the Philippines.
Whether you need to address issues like attendance problems, policy violations, or layoffs, these templates will guide you in drafting a clear and concise letter that covers all the essential points.
Sample Termination Letters for PLDT
Use the following sample letters as a starting point when you need to terminate an employee at PLDT:
Sample 1: Termination for Poor Performance
Subject: Notice of Termination – John Doe
Dear John,
After careful consideration and review of your performance, we regret to inform you that your employment with PLDT will be terminated effective August 15, 2024. Despite multiple coaching sessions and performance improvement plans, your work has consistently failed to meet the standards outlined in your job description and set forth by your supervisor.
As discussed in our meeting on August 1st, the primary reasons for your termination are:
- Failure to meet sales targets for three consecutive quarters
- Repeated errors in client account management resulting in customer complaints
- Inability to adapt to new company processes and technologies
Your final paycheck, including any accrued vacation time, will be mailed to your address on file within 5 business days. Please return all company property, including your ID badge and laptop, to HR by your last day.
If you have any questions or concerns, please contact the HR department. We wish you the best in your future endeavors.
Sincerely,
Sarah Johnson
Sales Manager, PLDT
Sample 2: Termination for Attendance Issues
Subject: Termination of Employment – Jane Smith
Dear Jane,
We regret to inform you that your employment with PLDT is being terminated effective immediately due to excessive absenteeism and tardiness. Our records show that you have been absent 12 days and tardy 18 times over the past 3 months, which far exceeds the allowances in the company attendance policy that you acknowledged upon hire.
Your absences and late arrivals have caused significant disruption to your team and negatively impacted customer service levels. Despite verbal and written warnings from your supervisor on June 5th and July 15th, your attendance has not improved to an acceptable level.
Please return your company badge and any other PLDT property in your possession to the HR office by August 10th. Your final paycheck will be mailed to the address we have on file.
If you have any questions, please contact HR at 555-1234. Thank you for your service to PLDT, and we wish you well in your future career path.
Regards,
Michael Chen
Customer Service Manager, PLDT
Sample 3: Termination for Company Downsizing
Subject: Notice of Layoff – Marketing Department Reduction
Dear Marketing Team,
It is with deep regret that I must inform you of a significant reduction in our department due to the current economic downturn and the company’s need to cut operational costs. After careful analysis, leadership has determined that our marketing staff must be reduced by 30%, effective October 1, 2024.
This decision was not made lightly, and we want to assure you that it is not a reflection of the dedication and hard work each of you has contributed to PLDT’s success. Over the next week, individual meetings will be scheduled with affected team members to discuss the transition and any support the company can provide, including severance packages and outplacement services.
We understand this news is difficult, and we are committed to treating each of you with the utmost respect and dignity throughout this challenging time. If you have any questions or concerns, please don’t hesitate to reach out to me or the HR team.
Sincerely,
Ana Reyes
Director of Marketing, PLDT
Sample 4: Termination for Misconduct
Subject: Termination of Employment – Violation of Company Policies
Dear Mark,
This letter serves as formal notice that your employment with PLDT is being terminated immediately due to gross misconduct and violation of company policies. As outlined in the employee handbook and reiterated during the investigation meeting on April 3, 2024, PLDT maintains a strict zero-tolerance policy regarding harassment and discriminatory behavior in the workplace.
The investigation conducted by the HR department and your supervisor found substantial evidence that you engaged in repeated instances of verbal harassment and inappropriate comments directed toward your coworkers. These actions are clear violations of Sections 3.2 and 3.7 of the PLDT Code of Conduct.
Effective today, you are no longer authorized to perform any work for PLDT or represent the company in any capacity. Your access to company systems and facilities will be revoked immediately. Please contact HR to arrange a time to collect your personal belongings and return any company property in your possession.
Your final paycheck, including compensation for accrued leave time, will be mailed to the address on file within the next 7 business days.
Regards,
Lucy Torres
HR Manager, PLDT
Sample 5: Termination for Performance – With Severance
Subject: Notice of Termination – Severance Package Offered
Dear Emily,
This letter confirms our discussion earlier today regarding the termination of your employment with PLDT, effective June 30, 2024. As explained, the decision to end your employment is based on the consistent failure to meet performance expectations for your role as outlined in your performance improvement plan dated March 15, 2024.
Despite the additional training and support provided over the past three months, your performance has not reached the required standards in the following areas:
- Timely completion of assigned projects
- Accuracy and attention to detail in financial reporting
- Effective communication with cross-functional teams
In recognition of your 6 years of service to PLDT, we are offering a severance package which includes:
- 4 weeks of base pay
- Continuation of health benefits for 2 months
- Outplacement support services
To accept this package, please sign and return the enclosed severance agreement by June 15, 2024. Once the agreement is signed, your final paycheck and severance payment will be processed.
We appreciate your contributions to PLDT and wish you success in your future endeavors. If you have any questions, please contact me or the HR department.
Sincerely,
John Ramirez
Finance Manager, PLDT
Sample 6: Termination for Cause – Theft
Subject: Termination of Employment – Theft of Company Property
Dear David,
I regret to inform you that your employment with PLDT is being terminated effective immediately due to the theft of company property. As discussed in our meeting this morning, the security footage from June 8, 2024, clearly shows you removing several laptop computers and mobile phones from the IT storage room without authorization.
Theft is a serious violation of PLDT’s policies and is grounds for immediate dismissal as per Section 8.1 of the employee handbook. We have reported this incident to the local authorities, and you may be subject to criminal charges.
You are hereby notified that you are no longer permitted on PLDT premises. Any personal belongings will be mailed to your address on file. Your final paycheck will be withheld pending the outcome of the police investigation and any restitution for the stolen property.
Regards,
Francis Lee
Director of IT, PLDT
Sample 7: Termination for Job Abandonment
Subject: Termination of Employment – Job Abandonment
Dear Sarah,
This letter serves as official notice that your employment with PLDT is being terminated due to job abandonment. Our records indicate that you have been absent from work without notice or approval since May 1, 2024. You have failed to respond to multiple attempts to contact you by phone and email over the past 7 days.
As outlined in Section 6.3 of the PLDT attendance policy, 3 consecutive days of no-call, no-show absences are considered job abandonment and grounds for termination. Your unexplained absence has caused significant hardship for your team and disrupted important client projects.
Your employment is terminated effective May 1, 2024, and you will be paid through your last day worked. Any company property, including your ID badge and laptop, must be returned immediately. Failure to return company property may result in legal action.
If there has been a misunderstanding or extenuating circumstances that prevented you from contacting us, please reach out to HR immediately.
Sincerely,
Alex Rodriguez
Project Manager, PLDT
Sample 8: Termination of Temporary Contract Employee
Subject: End of Temporary Employment Contract
Dear Maria,
As your temporary employment contract comes to an end, I want to thank you for your contributions to the PLDT team over the past 6 months. Your hard work and dedication to the Accounts Payable Clerk role have been greatly appreciated during this busy period for our department.
As a reminder, your last day of employment under the current contract will be August 31, 2024. Please complete any outstanding tasks and transition your work to the appropriate team members before your departure.
If you are interested in future temporary or permanent opportunities with PLDT, I encourage you to monitor our job postings and reach out to the HR team. They will be happy to discuss any available positions that may be a good fit for your skills and experience.
On behalf of the Finance Department, thank you again for your service to PLDT. We wish you the best of luck in your next role.
Best regards,
Emily Santos
Accounting Manager, PLDT
Sample 9: Termination for End of Project
Subject: Project Completion – End of Employment
Dear John,
I am writing to inform you that with the successful completion of the Network Expansion Project, your employment with PLDT will end as of October 15, 2024, as per the terms of your employment agreement. Your contributions as a Network Engineer have been instrumental in the timely and efficient execution of this critical initiative.
In the coming weeks, please work with your supervisor Mark Tan to complete any outstanding tasks, document your work, and ensure a smooth handover of your responsibilities. We want to make sure that all the valuable knowledge you’ve gained during the project is transferred to the permanent team.
PLDT values the dedication and expertise you’ve brought to this project. Your final paycheck, including any unpaid leave time, will be deposited on your last day. If you are interested in future contract or full-time positions at PLDT, please don’t hesitate to apply through our online job portal or reach out to the HR department directly.
Thank you again for your hard work and commitment to excellence. The success of this project is a testament to your skills, and we are confident that you will excel in your future endeavors.
Sincerely,
Grace Lim
Director of Network Operations, PLDT
Sample 10: Termination for Falsifying Company Records
Subject: Termination of Employment – Falsification of Records
Dear James,
It is with great disappointment that I must inform you of the termination of your employment with PLDT, effective immediately. This decision is based on the results of a thorough investigation conducted by our Legal and HR departments, which found compelling evidence that you falsified expense reports and client contracts for personal financial gain.
As discussed in your interview with the investigation team on September 5, 2024, the records show a pattern of inflated expenses and altered contract terms dating back several months. These actions are a severe breach of trust and a violation of PLDT’s Code of Ethics, specifically Sections 2.1 (Honesty and Integrity) and 2.4 (Financial Responsibility).
Due to the severity of these violations, you are not eligible for any severance pay or continuation of benefits. Your final paycheck will be adjusted to recover any fraudulent expenses reimbursed by the company. Please be advised that PLDT reserves the right to pursue legal action to recoup any additional financial damages resulting from your misconduct.
Effective immediately, you are not permitted to access PLDT systems, or facilities, or represent yourself as an employee of the company. Any company property in your possession must be returned within 24 hours. Failure to comply may result in further legal consequences.
Regards,
Karen Tan
VP of Legal Affairs, PLDT
Sample 11: Termination for Violating Cybersecurity Policies
Subject: Termination of Employment – Cybersecurity Policy Violations
Dear Peter,
This letter serves as notification of your immediate termination from PLDT. The IT Security team has determined that you are responsible for multiple severe breaches of our cybersecurity policies, which have put the company’s data and systems at significant risk.
On August 20 and August 28, 2024, you accessed sensitive customer databases without authorization and shared confidential information with external parties via unsecured channels. These actions directly violate PLDT’s Data Protection Policy, Section 3.2 (Confidentiality), and Section 4.1 (Authorized Access).
Additionally, the investigation revealed that you had installed unauthorized software on your company laptop, circumventing our security protocols. This action compromises the integrity of PLDT’s IT infrastructure and is explicitly prohibited under Section 5.3 of the Acceptable Use Policy.
Given the serious nature of these violations and the potential harm to PLDT’s reputation and customer trust, we have no choice but to terminate your employment. You are required to surrender your company laptop, ID badge, and any other PLDT property immediately. Your access to all company systems has been revoked.
Please be advised that PLDT may pursue legal action if it is determined that any customer data has been compromised due to your actions. Your final paycheck will be mailed to your address on file.
Sincerely,
Andrew Lim
Director of IT Security, PLDT
Sample 12: Termination for Breach of Confidentiality Agreement
Subject: Termination of Employment – Breach of Confidentiality
Dear Lisa,
I regret to inform you that your employment with PLDT is being terminated immediately due to a breach of your confidentiality agreement. As discussed in our meeting earlier today, the company has obtained evidence that you shared confidential marketing strategies and upcoming product launch details with a direct competitor.
This action is a direct violation of the Non-Disclosure Agreement (NDA) you signed upon joining PLDT on January 15, 2022. The NDA prohibits sharing any confidential company information with external parties, especially competitors, as outlined in Section 2.1 (Definition of Confidential Information) and Section 3.2 (Non-Disclosure Obligations).
Your actions have caused significant damage to PLDT’s competitive position and breached the trust placed in you as a key member of the Product Development team. As a result, your employment is being terminated for cause, effective immediately.
Please return all company property, including your laptop, mobile phone, and any physical documents, to HR by 5 pm today. You are reminded that the confidentiality obligations of your NDA remain in effect even after your termination.
PLDT reserves the right to take further legal action to protect its intellectual property and recover any damages resulting from this breach. Your final paycheck will be mailed to your address on file, subject to the return of all company property.
Sincerely,
Daniel Tan
VP of Product Development, PLDT
Sample 13: Termination for Engaging in Outside Employment
Subject: Termination of Employment – Unauthorized Outside Work
Dear Samantha,
It has come to our attention that you have been engaging in outside employment with a company that provides services directly competing with PLDT’s offerings. This outside work was not disclosed to or approved by your supervisor or HR, which is a violation of PLDT’s employment policies.
Section 6.1 of the Employee Handbook clearly states that any outside employment, particularly with competitors, must be pre-approved by management to ensure there are no conflicts of interest. Your failure to disclose this outside work and the direct competition it poses to PLDT’s business constitutes grounds for termination.
Effective immediately, your employment with PLDT is terminated. You are required to return all company property, including your laptop, access badge, and any confidential documents, by the end of the day.
Please be reminded that your Non-Compete Agreement remains in effect for 12 months following your termination. During this period, you are prohibited from working for or providing services to any company that directly competes with PLDT’s products or services.
Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file within 5 business days.
If you have any questions or concerns, please contact the HR department.
Sincerely,
Jennifer Lee
HR Manager, PLDT
Sample 14: Termination for Repeated Policy Violations
Subject: Termination of Employment – Multiple Policy Violations
Dear Robert,
I am writing to inform you of the termination of your employment with PLDT, effective immediately. This decision is based on a pattern of repeated violations of company policies, despite multiple warnings and opportunities for improvement.
Over the past six months, you have been issued three formal disciplinary notices for the following infractions:
- June 15, 2024: Violation of the company dress code policy
- August 3, 2024: Unauthorized use of company resources for personal projects
- September 20, 2024: Failure to follow proper safety protocols in the warehouse
Each of these incidents was addressed with you directly by your supervisor, and you were provided with clear guidance on the corrective actions needed to comply with PLDT’s policies. However, your continued disregard for these policies demonstrates a lack of commitment to meeting the standards expected of all employees.
As a result, the decision has been made to terminate your employment. You are required to return all company property, including your uniform, ID badge, and any tools or equipment, to your supervisor by the end of the day.
Your final paycheck, including any earned but unpaid wages, will be mailed to your address on file within the next 7 business days. If you have any questions regarding the termination process or your final pay, please contact the HR department.
Sincerely,
Michael Reyes
Operations Manager, PLDT
Sample 15: Termination for Poor Attendance During Probationary Period
Subject: Termination of Employment – Failure to Meet Attendance Requirements
Dear Anna,
I regret to inform you that PLDT has decided to terminate your employment, effective October 15, 2024. This action is being taken due to your poor attendance record during your 90-day probationary period.
As discussed in your orientation and outlined in the Attendance Policy, all new employees are expected to maintain a minimum attendance rate of 95% during their probationary period. However, your attendance over the past 60 days has fallen well below this requirement, with 8 unexcused absences and 12 late arrivals.
Your supervisor has addressed these concerns with you on two occasions, emphasizing the importance of reliable attendance and punctuality in your role as a Customer Service Representative. Despite these discussions, your attendance has not improved to meet the standards required for continued employment.
As a result, we have determined that it is in the best interest of the company to terminate your employment. Please return your company ID badge and any other PLDT property to your supervisor before leaving the office today.
You will receive your final paycheck, including any earned but unpaid wages, by mail within 5 business days. As your employment is being terminated during the probationary period, you are not eligible for severance pay or continuation of benefits.
We wish you the best in your future endeavors.
Regards,
Sarah Torres
Customer Service Manager, PLDT
Conclusion: Writing Effective Termination Letters
Terminating an employee is never a pleasant experience, but having clear and professional communication can help make the process smoother for all parties involved.
By using these sample termination letters as a guide and tailoring them to your specific situation at PLDT, you can ensure that you handle these difficult conversations with tact and sensitivity.
Remember, a well-crafted termination letter should:
- Clearly state the reason for the termination
- Provide the effective date of the termination
- Outline any severance or benefits information
- Request the return of company property
- Offer HR contact information for questions
By following these best practices, you can protect your company from legal issues while treating departing employees with the respect they deserve.
With these tools in hand, you’ll be better prepared to navigate the challenging task of employee terminations at PLDT.