When you write a dismissal letter, you should be mindful of the language you use. You should do your best to be honorable and respectful when you are letting someone go from a company or a job. You can develop templates to use as guides that will provide a consistent dismissal letter format. However, you will usually need to adjust each letter to address the specific employee or employees you are dismissing from a company or a job.
Create a template for a dismissal letter on a computer word processor. You can get ideas for your template from website sources, such as the one listed in the Resources section. The template for an honorable dismissal letter should display genuine concern for the person that is being let go. First, address the employee directly with "Dear ... " at the beginning of the dismissal letter. This will make the letter more personal to the person it is regarding.
Address reasons for dismissal in the first paragraph of the letter. You should discuss whether there were previous discussions or occurrences that have contributed to this dismissal. Specific examples of work quality and previous work counseling discussions can be mentioned, as well as specific dates where concerning issues were addressed with the employee. Address what problems the employee has caused, specific policies the employee has broken and warnings that the employee has been given.
Write the final paragraph of the letter to address the honorable dismissal letter by stating the benefits the employee will receive, such as severance pay, as well as when his benefits will expire and how the final paycheck will be processed and received. Conclude the letter by signing your name, with your official title, after an honorable closure of "Sincerely, ..." or "With regards, ... ." Print the letter and enclose it in an envelope to give to the employee.
Kim Fuller has been writing food and lifestyle features since 2007. She now lives in Vail, Colo., after spending one year traveling Europe. Fuller is a regular contributor to Gaiam Life, an online fitness and wellness publication. She holds a Bachelor of Science from the School of Journalism and Mass Communication at the University of Colorado in Boulder.