Letter of Dismissal
  18 April 2004

Business letters, in general, are difficult to write as they usually contain important message and can be used as legal document. Letter of Dismissal, in particular, is very difficult to write as you must be specific and firm. Before we go into the structure of the letter, let us have a look at the example below:

Dear Mr. Thompson,

After a careful investigation, I have concluded that you have violated the company's policy by granting loans to individuals known to you and your family without evaluating their assets. This misconduct is made more serious when the situation persists after two written warning to you and to your supervisor.

In light of these facts, you are being dismissed from your position from ABC Bank, effective immediately.

If you have any questions or need clarification, please contact me. Please be advised that your salary to date will be paid into your account at the end of the month. You have the right to request a review of this action by filing an appeal. A copy of the procedures for appeal is attached.

Yours truly,

First of all, you must outline the offense, the reason why the recipient is being dismissed, along with the previous warnings or action taken. You should provide specific details of the date and nature of offense.

On 20 April 2004, your line manager gave you a verbal warning regarding your unacceptable rudeness to a customer. This is followed by a second written warning on 4 May 2004.

Following your performance review on 20 April 2004 in the presence of Mr. Jack Robinson, the HR consultant, you admitted to stealing from the stock and I gave you the opportunity to give any possible reasons which the board should take into account while reaching the decision.

You were counseled 15 February 2004 and warned in writing on 4 April 2004. You were informed that failure to demonstrate immediate and sustained improvement in your unsatisfactory performance would result in further disciplinary action, up to and including dismissal from company.

Then, you should state the dismissal.

This letter serves as notice that your continuing mistreatment of customers is unacceptable and that your employment with this company is terminated effective immediately.

I advised you that theft is a gross misconduct and I am therefore, summarily dismissing you from your employment.

This letter is confirmation of our discussion on (date) and to notify you that it is the
intent of the company to dismiss you from employment as a (position) effective (date).

You can also explain the employee's rights: i.e. compensation and appeal.

Your wages and holiday pay to date will be deposited into your bank account the next regular pay day. No further compensation will be provided because your termination results from your continued poor performance in an essential part of the work you were employed to do.

I remind you that you have the right to appeal against my decision. Any appeal must be put in writing to Mr. Jack Robinson within 5 working days of receipt of this letter.

Please acknowledge receipt of this letter, and your acceptance of its contents, by signing and returning the attached copy letter to me in the stamped addressed envelope provided as soon as possible.

You have the right to respond to this notice to the head of HR department regarding this intended action either orally or in writing, within fourteen days of the date of this letter. Should you choose not to respond, your dismissal will become effective (date). Please be advised that you will remain on pay status during this period of notice.