How To Write a Dismissal

It's never easy to dismiss an employee, especially if it's an employee with whom you have a good relationship. Sometimes, however, you may be in a position where your job requires you to write a letter of dismissal. If you find yourself in such a position, here are some tips for handling the process as professionally and sensitively as possible.

1. As applicable, check with your company's legal department or your supervisor. Employee dismissals sometimes require the writer to follow certain legal or professional protocol or use a certain template. Before you begin your letter, know what it must, by law and company policy, include and omit and what template you should follow. You might, for instance, have to state specifically what conditions led to the dismissal, or conversely, you may have to phrase the dismissal letter in general language that does not reveal information such as internal reasons for downsizing. Hopefully, you work for a company (or even better, run a company yourself) that treats all employees ethically and allows for employees to follow up with questions before or after they have received a dismissal letter or that talks to employees personally before they are officially dismissed. If you have a problem with the way your company handles dismissals, you should address that with your supervisor
   
2. If possible, be specific about the reasons for dismissal. When writing a letter of dismissal, you want to remain objective and professional, but don't forget the ethical importance of considering the feelings of the recipient of the letter. If it is possible for you to be specific about the reasons the employee is being dismissed, include these briefly in your letter. If you were being fired, wouldn't you want to know the reasons why? You need not go into incredibly specific details, but, as appropriate, pinpoint the violation of office policy, work evaluation, or other condition which has resulted in the dismissal. Again, it may sometimes be mandated that you include this information in your letter.
3. Be concise. A dismissal letter, like most business correspondence, is best when it is to the point and brief. Included all the information you need to include and a brief personal statement, such as "Please let us know if you would like a letter of reference," if applicable, and then end the letter.
4. Avoid making derogatory personal comments. If you are writing a letter of dismissal in the case of an employee or colleague with whom you or others in your office have had personal, ongoing conflict, be careful to leave those issues out of the letter. Keep the standard office dismissal template and include the required information. Don't make any personal comments or editorialize on the grounds of the dismissal. To do so would be unprofessional and might earn you a reprimand. If the person you have a problem with is leaving, let that be enough of a vindication.
5. Provide contact information for follow-up questions. If allowable, make sure to include contact information in the letter so the dismissed employee knows how to appeal, seek benefits, or seek answers following the loss of her job. Providing official channels for a person who has been recently dismissed can help that person clarify her situation or take the steps necessary to move on. It also allows you to avoid handling questions which you may not personally be equipped to answer.

Again, few people would prefer to be fired by letter rather than a personal conversation, but if you do have to write a dismissal letter to terminate someone else's employment, make sure that you cover all the professional bases and write in a way commensurate with your own ethical standards.