Here's a second example of a letter of termination for cause. This employee was misleading potential customers about his title and status within his organization. This is an example of a letter of termination that was written for and states the reason for termination.
You can send a letter of termination to the employee following the termination meeting with return receipt requested. Or you can hand the termination letter to the employee at the end of the meeting. It should be printed on company stationery with the official signature of the employee's manager.
Under normal circumstances, the manager or supervisor and a representative from Human Resources will hold the termination meeting with the employee. This meeting to terminate the employee for cause should occur as soon as the organization has the information, documentation, and proof necessary to fire the employee. The letter of termination summarizes what was said at the meeting.
Sample Letter of Termination
Mr. Bill Jordan
1618 W. 57th Street
Milton, MA 02186
This letter will confirm our meeting discussion today. Your employment with Smith Consolidated is terminated for cause, effective immediately.
Your employment, as discussed during the termination meeting, is terminated because you told potential clients and purchasers of our products that you were a Vice President of Smith Consolidated. You are actually a manager and this misrepresentation of your membership in our company executive group is an egregious violation of our code of conduct.
Additionally, by assigning yourself the title of vice president, you poised yourself as an officer of our company with the capability of making certain decisions that were not within your job description to make.
Payment for your accrued PTO will be included in your final paycheck* which you will receive on our regular pay day, Friday. We can mail your final paycheck to your home or you can make arrangements with your supervisor to pick it up.
You can expect a separate benefits status letter that will outline the status of your benefits upon termination. The letter will include information about your eligibility for Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation of group health coverage.
We have received from you your security swipe card, your office keys, and the company owned laptop and cell phone at the termination meeting.
You will need to keep the company informed of your contact information so that we are able to provide information you may need in the future such as your W-2 form.
Name of Manager or Company Owner
*Please note that laws regarding the final paycheck may vary from state to state and country to country.
Disclaimer: Please note that Susan makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice on this website, but she is not an attorney, and the content on the site is not to be construed as legal advice. The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel. The information on the site is provided for guidance only, never as legal advice.