Please guide me for devising a good termination letter-format (although termination factor is not good in itself yet being an HR Manager this duty also falls on his/her shoulders).
Looking forward to your replies.
The following is a sample that you may customise to suit your requirements. Please be very careful to check out the labour legislations in your country and finally get it whetted by a lawyer before you issue the same
Personal & Confidential
March 30, 2004
Further to our discussion, this letter confirms that your employment with our company is being terminated effective immediately. We sincerely regret this action, and can assure you that we have only done so after considering all alternatives.
Under the circumstances, we will be implementing the following severance arrangements:
1. Your employment will end effective immediately.
2. You will be paid any unpaid base salary accruing from the effective date of our last payroll to today, subject to the usual source deductions.
We thank you for your valued contributions thus far to (company name) and wish you well in your future endeavours.
Designation, Human Resources
While drafting a termination letter, you must remember it is legal document, that can be challenged at the court of law.
It is very important to know the level of employee for whom the letter is required. what Sherine drafted is OK for employess beyond the preview of the ID Act. But for the employees within the purview of the ID Act., the letter should be something like:
This has reference to the charge sheet dt...... issued to you on......, which has been duly received by you* on........and subsequent disciplinary enquiry.
I have gone through the report of the Enquiry Officer, and concur with him that the charges levelled against you under cl......of the Standing Orders, as applicable to you, are proved beyond doubt.
Considering the gravity of the misconduct, it has been decided to terminate your services, as your presence in the company will be subversive to the discipline of the company and against the morale of the employees. Accordingly your service is being terminated forthwith with effect from.... .
You may collect your legal dues on any working day after.... from the...department.
*if not received by him/her the proper procedure to be mentioned here
**It has to be signed by anybody, not holding the rank below the designation of the Appointing authority.
Formate of Termination Letter;
We refer to our appointment letter dated 22nd September 2008 issued in your favor.
We appreciate the services provided by you during the tenure starting from 25th September 2008.
We fear that due to non-compliance of several Terms mentioned there in the above Appointment letter we may not be able to continue you services and adhere to the said Appointment Letter.
As a result we would like to relieve you with immediate effect. You are hereby conveyed to deposit all the Company’s belongings at Rajkot office and procure No Due Clearance. Also please procure Financial Clearance at once from Rajkot Office.
For, XYZ PVT.LTD,;
we wanted to terminate the Zonal Sales manager on acc of poor performance. on Septmbr 18, we sent him a notice that , if we do not recieve a satisfactory explanation, your servies wud b terminated wef Oct 1.
Can this 14th Sepember lettr be taken as a 1 months notice and the services be stoped from October 1, in lue of 15 days salary??????
Plz mail me the solution -
Thanks & Regards
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