Free Generic Termination Letter Outline Template
Generic Termination Letter Outline
1. Start with Your Company Information
Include the following details at the top of the letter:
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Company Name
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Company Address
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City, State, Zip Code
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Date (The date you are writing the letter)
2. Address the Recipient
Next, include the recipient’s information:
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Recipient's Name
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Recipient's Address
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City, State, Zip Code
3. Salutation
Use a formal greeting to address the recipient, such as:
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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:
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Begin with "We regret to inform you that your [employment/contract/lease] with [Company Name] will be terminated, effective [Date]."
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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:
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Mention the effective date of the termination.
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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:
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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."
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Add any further details about the termination process.
6. Final Steps
Outline the final steps the recipient should follow. This may include:
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Returning company property (e.g., keys, equipment, documents).
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Ensuring that any outstanding payments or obligations are completed.
Example Instruction:
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"Please ensure the return of [list items] by [date]. Final payments or severance details will be processed by [date], if applicable."
7. Contact Information
Provide contact details in case the recipient has questions or needs clarification:
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Name and title of the person the recipient should contact.
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Phone number and email address.
Example Instruction:
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"Should you have any questions regarding this termination, please feel free to contact [Name/Title] at [Phone Number] or [Email Address]."
8. Closing
End the letter with a polite closing. You can express appreciation for the recipient’s past contributions, even if the termination is negative.
Example Instruction:
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"We appreciate the contributions you have made during your [employment/contract] with us and wish you the best in your future endeavors."
9. Sign Off
Sign off formally with:
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Sincerely,
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Your Name
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Your Title
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Company Name
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Phone Number
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Email Address
