A termination letter is issued when an employee’s behavior becomes unacceptable to the organization. There are several situations that may lead to disciplinary action. For example, if an employee is involved in a physical altercation or displays unprofessional behavior toward colleagues, the employer has the right to issue a termination letter.
Employee termination is typically carried out in a step-by-step manner. The employee is given multiple warnings regarding their misconduct. If the behavior does not improve despite these warnings, the employer may ultimately decide to proceed with termination.
Understanding Employee Misconduct
Misconduct occurs when an employee violates the terms and conditions outlined in their employment contract. This typically means failing to meet responsibilities or obligations they agreed to upon being hired.
Conducting an Inquiry before Disciplinary Action
Before taking any disciplinary action against an employee, the employer should conduct a proper inquiry. This process helps the employer make an informed decision about whether to issue a warning or proceed with dismissal.
Proper Procedure for Issuing a Termination Letter
Before issuing a termination letter, the employer should meet with the employee in person. The main purpose of the termination letter is to formally notify the employee that their employment is ending due to involvement in a physical or verbal altercation with co-workers.
The letter should include all necessary information the employee needs to understand regarding the termination. It must also present any relevant evidence that supports the decision and demonstrates that the termination was based on valid and justified grounds.
How to Write a General Termination Letter?
A general termination letter typically includes key details such as the final paycheck information, any applicable benefits, and the reason for termination. Each organization may have its own format or approach to drafting such a letter. Below is a sample to guide you in writing a professional and clear termination letter.
Notice of Employment Termination due to Misconduct
#1
This letter serves as a formal notice of termination of your employment with XYZ Company, effective immediately. This decision has been made due to a serious breach of our workplace conduct policies.
You were involved in a heated argument with your colleague, ABC, on the 16th of June within the office premises. The argument escalated into a physical fight, and security personnel had to be involved. We have evidence of the incident through CCTV footage. This act of violence is unacceptable, and the company has a zero tolerance policy against it.
Please cooperate with HR for your clearance process and collect your dues at the end of the month. You may reach out for further information.
#2
We regret to inform you that your employment with ABC Company is terminated as of June 24th, 2025. This is on account of your physical altercation with the office security personnel yesterday. The management strongly disapproves of this act of violence.
You had been involved in a similar incident two months back. You were issued a strict warning for fighting with a colleague in the office. However, despite our warning, you have once again violated our code of conduct by resorting to physical violence in the workplace. It is for this reason that you are terminated from your post.
You are advised to contact the HR for your clearance process and collect your dues at the end of the month.
#3
This is regarding the unpleasant incident that took place between you and your supervisor this morning. The management is extremely disappointed that you resorted to a fight instead of sorting things out in a professional way. Since you have broken the company’s code of conduct, you are hereby terminated from your job with immediate effect.
The company values professionalism and strongly condemns any act of violence in the workplace. In addition, it is mandatory to show respect to your seniors, including the managers and supervisors. However, instead of complying, you disrespected your supervisor and picked a fight with him. This behavior is unacceptable.
Your termination is final and non-negotiable. Please be advised that this decision is irreversible and will not be reconsidered regardless of any apology. You are, therefore, instructed to proceed with the clearance process and contact HR for further details.
#4
Dear [Recipient’s Name],
We regret to inform you that your employment with the company is being terminated, effective immediately. This decision has been made in light of a serious altercation you were involved in with your co-workers, which has negatively affected the workplace environment and the company’s reputation.
You are requested to vacate your position promptly. Please be assured that all your outstanding dues will be cleared in accordance with company policy.
Regards
HR Department
Preview and Details of Template
File: Word (.docx)
Size 32 Kb
#5
Sub: JOB CESSATION LETTER
It is to inform Mr./Ms. [NAME HERE] that the company has decided to terminate your employment with immediate effect. This decision has been made due to your inappropriate conduct, including involvement in a workplace altercation and fight with [Text].
You are requested to collect your personal belongings and complete the exit formalities as instructed by the HR department.
Mr./Ms. [NAME HERE], over the past three months, we have repeatedly issued you formal warnings regarding your reckless and inappropriate behavior in the workplace. Despite these warnings, there has been no noticeable improvement or corrective action on your part.
As discussed in today’s meeting, you were involved in serious misconduct, including the use of abusive language and physical intimidation toward your colleagues and cafeteria staff. While you previously acknowledged experiencing difficulties at home, which you claimed had contributed to your frustration, you also assured us that the situation had improved. However, instead of showing improvement in your behavior, your misconduct has continued to escalate.
Furthermore, your behavior toward your supervisors has been consistently unacceptable. You have demonstrated a lack of respect and professionalism in your communication and have repeatedly disregarded their instructions in a dismissive and insubordinate manner.
Such behavior, combined with your recent involvement in a serious fight at the workplace, leaves us with no option but to terminate your employment.
Final Settlement and Termination Confirmation
You will be provided with your payslips and any outstanding dues, if applicable. Enclosed with this letter are records and evidence of your misconduct related to the recent workplace fight. However, please note that we will not include details of this incident or your shortcomings on your leaving certificate.
The letter confirms that your employment contract has been officially terminated, effective immediately.
Regards
Preview and Details of Template
File: Word (.docx)
Size 32 Kb
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