In almost every type of organization, an employee’s job comes to an end when a termination email or termination letter is served to him/her. Sending an employee termination email means officially ending an employment contract. There may be several reasons for such a termination like an employee being terminated because of the end of the employment contract, downsizing, or some misconduct or misbehavior.
Whatever the reason might be for an employee’s termination from a particular job, it is the responsibility of the employer to communicate any such termination in a proper professional way. Sending an employee termination email can be one of the ways of doing that.
In this article, you can find below two different employee termination email samples and templates and use them for your own purposes. These example termination emails are available in both Microsoft Word and PDF formats. Using the editable format provides you with the benefit of customizing the employee termination email sample as per your requirement.
Employee Termination Email Sample 1
The given below employee termination email sample and template is an example when the termination takes place as a result of some misconduct or bad performance at the workplace. You can checkout the given below sample and template which is available both in Microsoft Word and PDF formats.
Subject: Termination of Services
Dear Mr. / Mrs. [First/Last Name of the Employee],
It is with deep regret that I am writing this email to inform you that your employment services will be terminated effective [mention Date]. This termination will take place as a result of the initiative of downsizing from the marketing department that was taken by the management of [mention Company Name], in the meeting held on [mention Date]. The company has decided to eliminate [mention Number] positions and unfortunately, your position of [mention Job Title/Position] will also be eliminated as a result of this initiative.
Over the last six months, the company has been facing continuous financial issues due to the changing trends and highly rising competition in our industry. During that period, we tried and tested different things to maximize the profits but all in vain. So, in the meeting of executives held on [mention Date], it was finally decided to consider the option of downsizing, particularly from the marketing department.
Within the next four working days, you will receive a call from the company’s Human Resource Department to set up a meeting. This meeting will elaborate and explain to you in detail the benefits that you will receive as a result of this unfortunate termination.
Again, we are extremely sorry for this inconvenience and we truly appreciate your efforts and contributions for the organization. For any details or information, you can contact the HR department or contact me via the below contact details.
Best of Luck!
Sincerely,
[Sender Name]
[Sender Contact Details]
Employee Termination Email Template 1
Employee Termination Email Sample 2
The given below employee termination email sample and template is an example when the termination takes place as a result of end of an employment contract of an employee with the company. You can checkout the given below sample and template which is available both in Microsoft Word and PDF formats.
Subject: Employment Termination
Dear Mr. / Mrs. [First/Last Name of the Employee],
This email is to inform you that as of [mention Date], the contract of your employment with [mention Company Name] will come to an end and will be terminated.
On behalf of the management of [mention Company Name], I truly admire your efforts and contributions to the organization in your capacity as the [mention Employee’s Job Title/Position]. It was a great pleasure to have the services of a qualified professional such as yourself but unfortunately, due to [briefly mention Reason or Reasons], we have decided not to renew the employment contract further.
It is our request to you to return all the belongings of the company in your possession. Also, don’t forget to send us any pending invoices or bills so that we can clear the outstanding dues on time. Please make sure that all these settlements must be made before the contract ends officially.
Again on behalf of the company’s management, I would like to thank you for your services to the organization. For further details, feel free to contact me via the given below contact details or the HR Department.
Best of Luck!
Sincerely,
[Sender Name]
[Sender Contact Details]
Employee Termination Email Template 2
What to Include in an Employee Termination Email?
An employee termination email is an official record of terminating or ending the services of an employee. That is why it is quite important that such an email or message must be written in detail and must include all the necessary details and information in it.
A proper professional employee termination email must include:
- Full name of the employee.
- Job title or position of the employee from which he is being terminated.
- Department of the employee.
- Manager or sender’s name. If the sender happens to be the manager, then he/she can write his/her name at the end of the email.
- Date from which the termination will be effective.
- The actual reason or reasons for which the employee is being terminated.
- If the employee is being terminated for his/her poor performance or misconduct at the workplace, then include the reference of warnings given to him/her. These warnings include verbal as well as written warnings.
- Mention the belongings of the company that are in the employee’s possession and must be returned before leaving the company. You can list these items within the email or attach a separate file of these lists with the email.
- A request to the employee to settle all the accounts with the company before the official date of termination of employment.
- A statement thanking the employee for his/her contributions to the organization during his period of employment.
- Contact information of the sender or the HR Department of the company.