Not a good fit termination letter template

Keep the message brief, direct, and respectful. Maintain professionalism throughout. Here’s a template to guide your approach:

Subject: Termination of Employment

Dear [Employee’s Name],

After careful consideration, we regret to inform you that your position as [Job Title] at [Company Name] is being terminated effective [Date]. Despite your contributions, we have determined that the role is not the right fit for you at this time. This decision is based on [specific reasons, e.g., mismatch of skills with job requirements, lack of alignment with company values, etc.].

Next Steps

• Your final paycheck will include all earned wages, including any unused vacation days, and will be processed on [Date].
• Please return all company property by [Date], including [list of items].
• We will provide assistance with your transition, including [mention any support like severance, outplacement services, or resources].

We appreciate your time with us and wish you the best in your future endeavors.

Sincerely,

[Your Name]
[Your Title]
[Company Name]

Not a Good Fit Termination Letter Template
How to Address the Reason for Ending Employment Professionally
Key Components to Include in a Termination Letter
How to Maintain a Positive Tone Despite Unfavorable News
Best Practices for Delivering the Letter to Employees
Legal Considerations When Writing an Employment Termination Letter
How to Offer Support or Alternatives After the Job End

State clearly that the decision is based on a mismatch between the employee’s skills or qualifications and the requirements of the role. Avoid assigning blame, focusing instead on the fact that the position wasn’t the right fit for the employee’s strengths. Present the reason professionally without negative language or personal critique.

Key Components to Include in a Termination Letter

Begin the letter by confirming the termination date and including a brief, clear explanation of why the position is ending. Mention the employee’s last working day and outline any relevant details such as final pay, benefits, and return of company property. Ensure the letter is polite and neutral in tone, reflecting the nature of the business decision. Offer contact information for follow-up questions or further clarifications.

How to Maintain a Positive Tone Despite Unfavorable News

Express appreciation for the employee’s efforts and time spent with the company, even if the role was not the right fit. Avoid focusing on shortcomings; instead, acknowledge their contribution and professionalism. Keep the tone supportive, and use positive language that respects their potential and future opportunities.

Make sure the termination letter is delivered in person or scheduled with a private conversation before the letter is handed over. This helps provide the employee with clarity and the chance to ask questions. If appropriate, offer assistance for job transition, such as career counseling or recommendations for future job searches.

Be mindful of local employment laws when drafting the letter to ensure compliance with severance, final wages, or benefits owed to the employee. Offering support during this transition–whether through job search assistance, resume help, or networking–can help maintain goodwill while providing the employee with helpful resources as they move forward.