Dismissal Letter

Employers should use proper procedures of dismissal or employment termination in order to ensure that the process of leaving the company is compassionate, fair, legally correct, and professional for the employee. If the procedure of dismissal is not handled properly then the organization is liable to penalties and disputes. Termination of employment by the employer generally falls into three categories: Redundancy, poor performance (sometimes this may not be the fault on the part of the employees), and misconduct.

There are three essential rules for termination of employment:

• Make sure that you are understanding, and are applying the right legal procedure for your situation. The process need not begin with the termination letter or interview. If redundancy is the reason behind employment termination, then check with the relevant government department for the statutory requirements and proper procedures related to notice periods and pays.
• Be compassionate and fair. If there are situations that involve misconduct then remember that you are dealing with another person who is probably having his/her own problems, and now it has become worse because his/her employment is being terminated.
• You need to concentrate on the facts of that particular situation, and also take into consideration the quantifiable measures for supporting these facts.

Dismissal letters can be very helpful in easing the pain of the employees who are being terminated, and who will have to make a difficult transition. You need to be very careful while writing this letter because the written word can be preserved easily, and it can return to haunt you. A polite dismissal letter will reflect well on your company as signs of professionalism and courtesy. If it refrains from reproaching the employee openly, it may help to reduce hostility. With changed circumstances, you may need to hire the same person again, so it is useful to keep the letter on a positive and friendly note. A carefully written dismissal letter gives the benefit of doubt to the employee for facts that are not in evidence.

There are several situations where a dismissal letter can make the work easy for you. If you want to announce a lay off, this letter becomes a necessity sometimes, so it is better to write it in a sensitive yet direct manner. The information that you include in the letter should be complete and clear, so that a lot of questions are not bombarded at you after the announcement is made. Dismissal letters are useful for announcing the closing of a store or office to the employees. This letter can communicate regret, and also express appreciation and concern for the employees who have been loyal to you. These letters can also be written when you want to dismiss an employee for misconduct or poor performance. It can be sent to the employee for the confirmation of the termination after every detail has been discussed with him/her. Make sure to mention the reasons for the dismissal clearly so that there are no grudges. Be matter of fact and honest, and you need not soften the blow to protect the ego of the employee. If the employee wants to challenge the decision, he/she can use any statements you make against you, so due care must be taken. There is no need to mention all the reasons for the termination, although you should keep the full documentation on file. An impolite or angry tone should be avoided, as it can create problems if the employee challenges your decision in a court of law.

Dismissal letters can also be written when an employer wants to dismiss an employee for reasons that are beyond the control of the employee. Make sure that the termination or dismissal is discussed with the employee in person before this confirming letter is sent. Beating around the bush will only prolong the pain. There should be no doubts in the recipient’s mind regarding the information or reasons that have been specified in the letter. Make it polite because a dismissal letter is like a written record.

Here is a sample of a dismissal letter for unsatisfactory job performance:

Date
Name of the employee
Address

Dear XYZ,

This letter is to communicate my decision to you concerning the recommendation for disciplinary action that I will have to take due to your unsatisfactory performance at the work place.

• On (specify the date), you were given a warning in written form based on your performance, because you fiscal reports and assignments contained several errors.
• On (specify the date), a second written warning was given to you as you failed to submit a written proposal for the ABC Firm’s fund tracking system in a timely manner.

A conference was conducted on (date) and we discussed your communication problem and your insufficient knowledge of handling the job. Based on the reviews of your comments and unsatisfactory performance, you are being dismissed from your position effective (date).

You can appeal this dismissal under the Dispute Resolution and Staff Grievance Procedure. A copy of this procedure has been enclosed. You can call the Employee Service Department in case of any queries.

Sincerely,

Name of the Director