Before you send a dismissal email to an employee, especially for underperforming, they should be reprimanded multiple times before the hammer is finally brought down for a dismissal.
When writing a dismissal email, you must carefully note the dos and don’ts, as this helps avoid misunderstanding. This is important because dismissal emails are generally sensitive emails (especially to the recipient). Any misinterpretation or vague statement can have a ripple effect that could have been avoided if the dismissal email had been properly structured.
Hence, when writing a dismissal email, you must look after yourself as the employer. This means your email must be straight to the point. A dismissal email is not the avenue for you to go into detail about the employee’s deeds or misconduct.
These aspects must be touched on, but they should only be at the surface level. The time for reprimanding the employee is over.
If you’re dismissing the employee in an in-person meeting, you can explain the reasons for their dismissal in detail.
This article will examine why an employee can receive a dismissal email and how to write one.
What is a Dismissal Email?
A dismissal email is a formal notice from an employer to let an employee know that they’re being let go from their roles.
A dismissal email can contain information such as the reason for the dismissal, the employee’s severance package, their last day in the office, etc. All of these depend entirely on your company and your general mode of operation.
Tips to Keep in Mind when Dismissing an Employee
It is standard practice for the dismissal email to come from their manager or the human resource department in person. Before the email, a meeting should be held with the employee, informing them of the decision.
After the meeting, the email goes out to serve as a follow-up and includes any necessary information the employee should have. All of the above is done based on the assumption that this is not a remote organization.
For remote companies, having a one-on-one meeting with the employee will not be an option. In this case, the process is usually the same but without all the in-person parts.
Reasons to Dismiss and Employee
While you can dismiss an employee without reason, having one is best to save your company potential legal troubles. If this reason is unsubstantiated, you risk getting sued and facing the employment tribunal.
Here are some of the most common reasons for dismissing an employee:
- An employee can be dismissed for underperforming: An underperforming employee is a liability to the business, and if they show no sign of improvement after reprimanding them, the only thing to do is to relieve them of their position.
- Lacking necessary documentation, certification, or licenses: Some government/organization certification is required to carry out some tasks. Most of these licenses require renewal. Suppose an employee fails the necessary test for renewal or completely neglects to renew these licenses, especially when it prevents them from doing their jobs. In that case, it is customary to dismiss them.
This is because one employee lacking the required documents can spell hell for your organization if the body in charge comes knocking.
- An employee becomes redundant: If an employee becomes redundant, it means they’re no longer needed in the company. Keeping employees like these on the payroll does nothing for the company.
- Other justifiable reasons: Reasons to send an employee a dismissal email cannot be exhausted. Companies differ from each other, which means their policies differ. Ultimately, it means you have the power to terminate an employee’s employment if they violate company policies or the terms of their employment.
How to Write Dismissal Emails
The content of dismissal emails depends entirely on the nature of the company and the reason for the dismissal. Regardless, some rules must stand when writing a dismissal email.
In this section of this article, we’ll discuss everything you need to know when it comes to writing dismissal emails.
- The reason an employee was dismissed must be in the dismissal email. To dismiss an employer without giving them reasons for dismissing them is unethical.
When explaining your decision in the dismissal email, you must make sure not to disclose anything that would give the employee ammunition to take you to court.
- Explain what the actions and inactions of the employee caused the company. To further explain to the employee that the decision was not one geared towards personal vendetta, you must explain what the employee has cost the company.
- The notice period if there’s any. If your company gives a notice period, explain everything that this involves. If they’re required to work in the notice period, ensure they’re informed of this.
If the dismissal is immediate, also make sure to include this in the dismissal email.
- Include the date the dismissal email goes into effect. This is the date when the employee’s employment contract ends. This is an integral part of the dismissal email as it gives the employee the needed information concerning when to expect their final remuneration.
When It comes to dismissal emails, everything listed above is non-negotiable.
As stated above, if an employee’s dismissal email is not properly vetted and lacks the wrong information, it could create an avenue for them to rain down a world of legal problems on your company.
Dismissal Email Template
In this section of the article, we’ll give you an already-constructed template to guide you when writing your dismissal emails.
Dismissal Email Template One
Dear (employee's name), I'm writing to inform you that as of (date of dismissal), you cease to be an employee of (Company's name). As discussed earlier, this is the best decision for us as a company and you as an employee. This is the final stage in our disciplinary process, as you were warned. From (dismissal date) on, you will no longer be eligible for any benefits or compensation associated with your position. Kindly ensure that all company property is returned before (date) to the Head of Human Resources. You will receive your salary up until (date of dismissal). We'll also provide a severance pay of (severance amount). Remember that you signed a non-compete, non-disclosure, and non-solicitation agreement. If you have any information concerning the company, customers, or employees, kindly ensure you dispose of them. If you have any questions concerning your dismissal, kindly reach out to me within the next five working days. We wish you the best of luck in your future endeavors. Best Regards, (your name and signature)
Dismissal Email Template Two
Dear (Name of employee), I am writing to relay the decision made by the disciplinary committee on the (insert hearing date) to dismiss you for gross misconduct and sexual harassment claims. This decision is to be taken with immediate effect. All outstanding payment will be made up until your last employment date with (insert company name) is (insert last employment date). Further, you remain contractually bound to remain confidential with all matters relating to the company, employees, and our customers. This decision was not taken lightly, as you were allowed to refute the allegations against you and turn a new page. Following a full investigation, you've been found guilty of these allegations. One of such events, namely occurred on (date of incident) at the (venue of the incident) you were witnessed (offense committed). In compliance with the company's dismissal procedure on matters like this, you are entitled to appeal this decision. If you wish to appeal, you must first bring a signed copy of the apology letter sent to the aggrieved parties. Yours Sincerely, (Name and signature)
Dismissal Email Sample One
Dear Jane, As of 1 December 2021, you cease to be an employee of Woculus. As discussed earlier, this is the best decision for us as a company and you as an employee. This is the final stage in our disciplinary process as you were warned. From 1 December 2021, on, you will no longer be eligible for any benefits or compensation associated with your position. kindly ensure that all company's property is returned before 7 December, 2021 to the Head of Human Resources. You will receive your salary up until 30th November, 2021. We'll also provide a severance pay of $800. Please bear in mind that you signed a non-compete, non-disclosure and non-solicitation agreement. If you have any information concerning the company, customers or employees, kindly ensure you dispose of them. If you have any questions concerning your dismissal, kindly reach out to me within the next five working days. We wish you the best of luck in your future endeavors. Best Regards, Jim Blessed, Head of Human Resources.
Dismissal Email Sample Two
Dear Julius, I am writing to relay the decision made by the disciplinary committee on the 25 November, 2021 to dismiss you for gross misconduct and sexual harassment claims. This decision is to be taken with immediate effect. All outstanding payment will be made up until your last employment date with Woculus is 30 November, 2021 Further, you remain contract bound to remain confidential with all matters relating to the company, employees and our customers. This decision was not taken lightly as you were given the opportunity to refute the allegations against you and turn a new page. Following a full investigation, you've been found guilty of these allegations. One of such events namely occurred on 20 October, 2021 at the East car park you were witnessed groping a female employee. In compliance with the company's dismissal procedure on matters like this, you are entitled to appeal this decision. If you wish to appeal, you must first bring a signed copy of the apology letter sent to the aggrieved parties. Yours Sincerely, Jim Blessed Head Disciplinary Committee
After the decision to dismiss an employee, a dismissal email must be sent to the employee to inform them of the decision.
In this article, we’ve highlighted everything a dismissal email entails and included samples to guide you when writing your dismissal emails.