Letter of Termination of Employment

A Letter of Termination of Employment is used when an employer needs to terminate the employment of an employee for something they did. Often, Employee Termination Letters are sent after an employer (or someone within the employer's company in a position of authority, such as an HR Manager or Supervisor) has noticed that an employee has been engaged in a pattern of behaviour which is not acceptable or not permitted. Employee Termination Letters are used across multiple businesses, but especially for professional positions.

It's common in situations which require an Employee Termination Letter to speak to the employee about the behaviour or performance in person, either immediately before or immediately after sending the letter, but it is not required. It is best that an official record is created of the employee's bad behaviour or poor performance prior to termination of their employment.

How to use this document?

This document can be used when an employer, HR Manager, or other Supervisor needs a template for a termination letter to send to an employee. In this document, questions will be asked to establish what kind of behaviour or infraction is taking place.

The letter includes identifying information for each party, details of the reason for termination, notice period, and has space for the employee to sign in acknowledgement that the letter was received. After it is filled out, it is a good idea to provide a copy to the former employee. It's also a good idea to keep the original document in the employee's file.

Applicable law

There are no laws outlining what must be put into an Employee Termination Letter. However, termination of employees will be subject to the contract of employment as well as the relevant State Shops and Establishments Act or the Industrial Disputes Act, 1947. In some cases, it is mandatory to provide a notice period of a certain number of days and compensation for severance.

How to modify the template?

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.