- Guidelines
- Example 1
- Example 2
- Example 3
- Example 4
- Example 5
- Example 6
- Example 7
- Example 8
- Example 9
- Example 10
Guidelines : Unsuitable Employees
Dismissing Unsuitable Employees
Guidelines and Alternate Phrases
- Begin by summarizing the employee’s history with the organization and state the reason for dismissal. Be truthful, objective, and clear in stating any reasons for dismissal. False or ambiguous statements, even if meant to protect the employee’s ego, may be used against you if your decision is later challenged. If you do not include all the reasons for termination in a letter to the employee, do include a full explanation in your files.
- Assure the employee your company will release only job titles, salary, and date of employment to prospective employers if it is your company’s policy to withhold other details about performance and reasons for termination.
- Let me assure you the reason for termination will not be disclosed to future employers.
- It is our company policy to withhold all details of your employment here except to verify job title and dates of employment.
- The reason for your termination will be held in confidence inside our organization, so you need have no fear of prospective employers seeing our records.
- We will not disclose details of your termination with any prospective employer.
- We can assure you your termination is a confidential, personal matter, and the reason for our decision will not be discussed outside our organization.
- We, of course, will not be giving the reason for your dismissal to anyone asking for such information. We will verify only….
- Our company policy is to mention only your job title, salary, and dates of employment to any prospective employers.
- Avoid a hostile tone; instead show concern for the employee’s future well-being.
- We hope you find other employment that allows you to use your skills and experience adequately.
- We wish you success in your future work.
- We trust you’ll find a satisfying job elsewhere.
- We hope you find work that more closely matches your desires.
- We wish you the best in finding work where you can fully use your skills.
- I wish you the best in locating another job that you enjoy.
- Best of luck in finding a position more in line with your interests.
- We hope you’ll find other employment soon. We wish you success in finding other employment that meets your expectations.
- We hope you find suitable employment immediately and are happy in that situation.
- We wish you the best in finding another situation that allows you the freedom and flexibility you want.
Example 1: Dismissal letter for unsuitable employee
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Teitlebaum:
On two previous occasions we have discussed the seriousness of losing your composure when dealing with customers, even those customers who may be angry and discourteous themselves. Customer satisfaction, particularly resolutions to problems with customer orders, has been a top priority with our company; in fact, good customer relations are the keys to our future business. Therefore, because of your explosive temper and abusive language in dealing with customers, we are being forced to terminate your employment, effective immediately.
We are providing two weeks’ salary in lieu of advance notice.
You can rest assured, however, it is our company policy not to release any details about your job performance here or the reason for termination. If prospective employers ask, we will release only name, job title, dates of employment, and salary at the time of termination.
Your have our best wishes in finding suitable employment elsewhere.
Sincerely,
Example 2: Sample of dismissal letter
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Whitespoon:
You have asked us to review the facts surrounding your termination from Utco, and we have done so. Extensive conversations with various levels of employees were conducted to gain insight into the situation presented by you in your February 6 memo.
Although separation from a company is never easy, it is often the best possible solution for all persons involved. It is our opinion from the information stated in your memo and from that gathered through our own investigation, that such is the case here.
However, let me assure you we will strictly adhere to our policy on giving references in such terminations: that is, we will release only the dates of your employment and your job title and will verify your salary with us if the caller has obtained such salary information from you.
We do wish you success in your future work.
Sincerely,
Example 3: Dismissals letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Dismissal—Bill Wright
This memo is to document termination of Bill Wright as lab technician effective March 10, 19—. Bill has demonstrated he cannot be dependable in his performance or attendance.
The following incidents have been discussed with Bill on five occasions (each noted in his personnel file) but with no improvement:
Performance Record
October 16, 19— Failure to be in the lab during regular work hours
November 11, 19— Failure to be in the lab during regular work hours
December 21, 19— Violation of safety rules—smoking
January 31, 19— Negligence of assigned responsibility
February 24, 19— Violation of safety rules—smoking
Attendance Record
Fourth Quarter, 19— Five absences and two tardies
First Quarter, 19— Eight absences and four tardies
It has been necessary to pay other personnel overtime to make up for Bill’s absence or lack of performance. His behavior has inhibited smooth operation of research techniques.
Example 4: Employment dismissal
Memorandum
TO:
FROM:
DATE:
SUBJECT: Dismissal Investigation
As Martha Greenwall promised you on the phone April 12, we have reviewed the facts with regard to your dismissal from Krantz Industries.
Each of the statements you made in your April 10 memo has been thoroughly investigated; in fact, we have interviewed employees on three levels of the organization to discover and substantiate all facts and evaluations surrounding the situation. After our careful investigation and documentation of the issues, we have decided your termination is the best solution for all concerned.
Let me assure you, however, our policy on giving reference is to release only the dates of your employment, job title, and salary schedule.
We do wish you every success in your future employment.
Example 5: Letter of termination to employee
Company Name of Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Wiley:
You have received three disciplinary notices within the past six months in conjunction with our conversations about your behavior. Unfortunately, we see no change in your performance. In the last year you have been late 23 times, absent without excuse on five occasions, and late on all but two project deadlines.
We rely on employees who are punctual and conscientious about attendance and deadlines. Our clients will look elsewhere if we cannot offer them dependable service. You have demonstrated an unacceptable pattern of behavior. Thus, we can no longer continue your employment at Osborne Enterprises.
This decision is effective immediately. You will be paid two weeks salary.
Our policy is to give only title of position and dates of employment to companies seeking references. You can be assured the details of this situation will remain strictly a company matter.
We wish you the best in your future.
Sincerely,
Example 6: Employee termination sample letter
Company Name of Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Ross:
We depend upon a certain level of revenue from each of our salespeople in order to stay competitive. Unfortunately, your performance in the Atlantic market is not what we had expected. Since you took over that region, orders have dropped at least 15 percent.
On several occasions we have discussed our misgivings about your decision to take on freelance work in addition to your position with the Randall Corporation. Despite our concern that you could not afford any distractions from your sales responsibilities, you have continued to pursue outside work. We feel we need to place someone in the Atlantic market who can devote all his or her efforts to bringing revenue up to acceptable levels. Therefore, your position with Randall is terminated effective immediately.
The circumstances of your dismissal will not be released to prospective employers. We will provide only position, salary, and dates of employment.
We hope you find a position that allows you to pursue your interests to the fullest.
Sincerely,
Example 7: Termination letter template
Company Name of Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Green:
I have reviewed the report from your July 19 accident, as well as your safety records for the past two years. A pattern of unsafe activities is evident:
• In 1995 you had three spills requiring a clean-up crew. You were suspended for leaving an open drum of chemicals on the loading dock.
• Last year you had one spill requiring a clean-up crew as well as a report of an unsecured hose on your truck that caused over $1,000 worth of damages to our fill station.
In consideration of your past record and the accident last month, we can no longer justify your employment. In handling dangerous chemicals, we must have drivers who follow safety procedures meticulously. Our first priority is to the safety of our customers and the community. Your dismissal is effective today, August 13.
You will be paid two weeks wages in lieu of advance notice.
You have our best wishes in finding other employment.
Sincerely,
Example 8: Letter for Dismissal
Memorandum
TO:
FROM:
DATE:
SUBJECT: Ellen Geisler—Appeal of Dismissal
Per your appeal, we have investigated the circumstances of your dismissal. We conducted extensive interviews within your department and reviewed your personnel records. We find that your supervisor’s actions were warranted and were fully approved by the director of operations.
In certain difficult circumstances, it is best for both parties involved to go their separate ways. We believe this is one of those instances. Thus, we are upholding your supervisor’s decision to let you go.
We trust you will find another position soon. We wish you the best.
Example 9: Letter to Unsuitable Employee
Memorandum
TO:
FROM:
DATE:
SUBJECT: Mark Strugg—Dismissal
As you know, the construction site supervisor position requires exceptional attention to details. We rely on supervisors to carry out a blueprint precisely, directing a crew of between 15 and 30 men. When they cannot build a structure exactly to the architect’s and client’s specifications we often lose substantial time and money. Your difficulty with carrying out details on your first two sites concerns us a great deal. We lost a total of $15,400 in materials and labor costs rebuilding sections of each home. This indicates to us that you are not the type of person we need as a supervisor. We are compelled to render your dismissal effective immediately.
You will receive two weeks salary in lieu of advance notice. You are also eligible for unemployment benefits according to state guidelines.
Our policy on giving references in cases of dismissal is to release only the job title and dates of employment. You can be certain your reason for leaving will remain inside the company.
We hope you find a position that suits your skills and experience.
Example 10: Unsuitable Employees
Memorandum
TO:
FROM:
DATE:
SUBJECT: Brenda Banderas—Notice of Dismissal
We have been concerned for the last six months with your design work. After much consideration, we feel your work is not suited to our customer base. Despite our efforts to help you adjust your proposals, you were still unable to produce marketable designs for our company. In fact, we were not able to obtain any contracts based on your proposals.
To us, this is a sign you are not the right fit for Simpson & Allen Advertising. A design can be worthy of hanging in a museum but unsuitable for use in a national ad campaign. Our clients are looking for designs that will garner mass market appeal. We feel the best course of action, for you and for Simpson & Allen, is to end your employment.
Your dismissal goes into effect today. In place of advance notice, we will forward two weeks salary. You are also eligible for unemployment benefits according to state guidelines.
We wish you the best in finding employment that makes full use of your interests and talents.