Generic Termination Letter Outline

1. Start with Your Company Information

Include the following details at the top of the letter:

Company Name
Company Address
City, State, Zip Code
Date (The date you are writing the letter)

2. Address the Recipient

Next, include the recipient’s information:

Recipient's Name
Recipient's Address
City, State, Zip Code

3. Salutation

Use a formal greeting to address the recipient, such as:

Dear [Recipient's Name],

4. Introduction

In the first paragraph, clearly state the purpose of the letter. Mention that the relationship is ending and specify the type of termination (e.g., employment, contract, lease).

Example Instruction:

Begin with "We regret to inform you that your [employment/contract/lease] with [Company Name] will be terminated, effective [Date]."

If appropriate, briefly mention the reason for the termination (e.g., restructuring, performance issues, breach of contract).

5. Details of Termination

In the second paragraph, provide specifics about the termination:

Mention the effective date of the termination.
If applicable, explain what will happen next, such as final payments, severance, or any actions that need to be taken by the recipient (e.g., return company property).

Example Instruction:

Write, "The termination will take effect on [effective date], and all terms related to this decision will be honored by the agreement or company policy."
Add any further details about the termination process.