Termination Letter for Violation of Company Policy

Termination Letter for Violation of Company Policy

Letters Kate

Implementing office norms and policies requires painful steps, such as terminating employees who violate company policy. Only if the rules and guidelines are implemented stringently will any organization progress. Failure to enforce company policy will lead to daily struggles, and the organization will be unable to achieve its goals.

Therefore, it is important to use both soft and hard approaches to implementing company policies. The soft approach creates awareness among employees about the company policy and helps them conform to the organizational culture. The stern approach includes punitive measures when someone violates company policies or tries to disrupt organizational culture. Punitive measures include warnings, verbal reprimands, and disciplinary actions. Disciplinary actions include suspension with pay, suspension without pay, and termination.

Termination is the most severe of all punitive measures. It is only used for serious situations where an employee severely misbehaves, fails to remedy their actions, shows consistent absenteeism and poor performance, or violates company policy. Many instances construe a violation of company policy. These include:

  • Taking cash from the cash register
  • Recording expenses without receipts or proof of expenditure
  • Accessing company accounts
  • Spending more than the authorized amount
  • Accessing restricted data
  • Accessing another person’s computer
  • Divulging classified information to a client or anyone not authorized to have that information
  • Espionage
  • Fraudulent behaviour
  • Deliberately going against supervisor’s orders
  • Damaging a company’s reputation or causing it to lose a considerable client
  • Working secretly for a competing organization as well

Many other actions can be added to a violation of company policies. The abovementioned violations are serious and often lead to immediate termination, as most companies adopt a zero-tolerance policy. Of course, a disciplinary committee meets to discuss the breach and then makes a decision. Employees engaging in such violations are asked to meet with the committee and given a chance to explain, accept, or deny the charges. Later, they also receive a formal termination letter.

The termination letter specifies when the employee will be terminated and the detailed reason for termination. If the employee disagrees, he/she may challenge the termination either in or out of court.

Nevertheless, writing a termination letter is painful and difficult. Here is a sample termination letter for violation of company policy that you can easily modify for your organization.

Sample letters

#1

We regret to inform you that, effective immediately, your employment with XYZ Company is terminated due to a serious breach of company policies regarding data security and confidentiality. Your involvement in the breach has been confirmed with complete evidence collected by our investigating committee. Therefore, our decision regarding your termination is final and cannot be challenged.

You must cease all access to company systems and accounts immediately and return all company-issued devices, including your laptop and phone, to HR by (date).

Your final paycheck and any benefits will be provided on (date). If you have any questions regarding this matter, you may contact XYZ at (phone number).  

#2

This is to inform you that we have identified unauthorized transactions and misuse of company funds under your authority. The company has a zero-tolerance policy against financial fraud. As a result, we are terminating you from your post with immediate effect.

You must clear your desk and collect your belongings from the office by the end of the day. From tomorrow (date), you will no longer be permitted to access the company premises. You must also hand in your employee ID card and the company-issued laptop to HR. Your dues will be cleared by the end of this month and transferred to your account.

This decision is final, and we expect full compliance with all post-employment obligations outlined in your contract. Please note that due to the severity of the situation, the company reserves the right to pursue further legal action against you.

For further details and queries, you may contact HR.

#3

Date:

To:

Subject: Letter of termination

Per our discussion today, you are hereby terminated from [enter company name] for the cause. The termination is effective immediately.

Your employment contract has been terminated because you grossly violated company policy. Despite knowing the company policies, you divulged confidential information to an external client, which cost the company not only the client but also damaged the company’s reputation in the industry.

Your justifications in the meeting earlier today were groundless and unconvincing. Before leaving, you must submit your employee card and company-owned equipment to HR. Your final pay will be calculated until today and paid to you at the end of the month. You may arrange to pick up your pay cheque, or the company can mail it to you at your address.

Please let us know if you need any assistance.

Termination Letter for Violation of Company Policy

File: MS Word (.docx) -86 KB

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