How to Write a Letter of Termination for Poor Job Performance

There are many reasons to terminate an employee, a key one being poor job performance. That means an employee is not fulfilling the requirements of the job that were agreed upon when they were hired. In these cases, termination of the employee may be required. If termination is required, it's best to do it face-to-face. However, a formal letter may also be required that explains the reasons for the termination.

• 1

  Review the employee's work record with human resources and verify that the poor job performance has been discussed with them previously. Gather together all documented performance reviews and warnings the employee has been given in the past regarding poor performance.

• 2

  Talk with human resources and determine if the employee is eligible for severance pay or unemployment benefits. In addition, determine how much, if any, vacation pay that the employee is entitled to receive.

• 3

  Open up a word processing document and open the letter by saying that the company has decided to remove the employee from their position and the date that the termination is effective.

• 4

  Explain all of the previous attempts to rectify the problem, as well as the number of times that poor performance was discussed with the employee.

• 5

  Write another paragraph, if applicable, explaining any severance money the company has decided to provide and any vacation pay that will be paid. You should also state whether the employee will be eligible to seek unemployment benefits.

• 6

  Close the letter in a positive way by wishing the employee good luck in their future employment endeavors. Leave space at the bottom of the page for the appropriate signatures.

• 7

  Print the letter out on company letterhead and sign it, or have the employee's supervisor sign it. In some cases, it may be appropriate to have the company president or CEO sign it as well.