New to HR: How Do I Write a Termination Letter for a No-Show Employee?

Dear all, a very good evening to all. I am very new to the HR field; you could say I am a fresh entrant. I am now seeking help from my seniors. My HR manager has tasked me with writing a termination letter for one of my staff members. Last week, I sent him an offer letter, but he failed to present himself on the stipulated date, which is today. Therefore, I am required to send him a termination letter. I would appreciate it if someone could provide me with a proper letter or even just a draft.

Thanks a lot.

Regards,
Mohhanaa

You can terminate only those who have been issued an appointment letter. In this case, you can send a cancellation of the offer letter due to late joining. Please tell your manager to talk to me in case of doubt.

Cancellation of Offer Letter

Please refer to our offer letter number....... dated...................... for the post of.................. Since the acceptance is inordinate, the offer letter stands canceled in toto, and the organization has decided to pursue others for candidacy. Kindly note that the offer letter issued to you is canceled with immediate effect.

Regards.

Offer Letter Clause for Non-Compliance

I presume your offer letter should contain a clause to the effect that "This is not an appointment letter... This does not vest any right to employment unless and until you are satisfied with various compliance and our conditions of offer and appointment... You should join/report for duty on or before... (date), failing which this offer letter automatically stands canceled, and you will have no right of whatsoever nature under any circumstances to claim any employment from our company."

If it is yes, then you should draw attention to this clause and intimate him/her as follows: As you have failed to report/join or send the acceptance of our offer, our offer letter dated... stands canceled and withdrawn. Consequently, you'll have no rights to claim any employment in our company.

And there ends the matter.

As suggested by Kumar, you should add a condition of joining clause to avoid further issuance of any letters to the employee.

Regards,
Janardan