Dismissal Letter Template & Examples (Free) - What to Include 2026
Free dismissal letter templates for UK employers. See what must be included, sample wording for different dismissal types, and avoid costly mistakes. Download now.
Last updated: 10 February 2026
A proper dismissal letter protects both employer and employee by documenting the dismissal clearly and ensuring legal compliance.
Free Dismissal Letter Templates
Choose the template that matches your dismissal type. All templates are free to use and adapt.
Template 1: Dismissal for Misconduct
[Company Letterhead]
[Date]
PRIVATE & CONFIDENTIAL
[Employee Name]
[Employee Address]
Dear [Employee Name],
**Dismissal Following Disciplinary Hearing**
I am writing to confirm the outcome of the disciplinary hearing held on [date] at [time], at which you were accompanied by [name and role of companion].
**Decision**
After careful consideration of all the evidence presented and your responses at the hearing, I have decided to dismiss you from your position as [job title] with [Company Name].
**Reasons for Dismissal**
The reasons for this decision are:
1. [Specific misconduct allegation 1 - with dates and details]
2. [Specific misconduct allegation 2 - with dates and details]
3. [Why previous warnings/support did not result in improvement]
This conduct amounts to [gross misconduct / serious misconduct] which breaches [specific policy/contract clause]. Despite [previous warnings/support provided], the misconduct has [continued/occurred].
**Effective Date and Notice**
[Option A - Summary dismissal:]
Due to the gross misconduct found, your employment is terminated with immediate effect from [date]. You are not entitled to notice or payment in lieu of notice under your contract.
[Option B - Dismissal with notice:]
Your employment will terminate on [date], which provides you with [X weeks/months] notice as required under your contract. You [will be required to work your notice period / will receive payment in lieu of notice totalling £[amount]].
**Final Pay**
Your final payment will include:
- Salary up to [date]: £[amount]
- [Payment in lieu of notice: £[amount]] [if applicable]
- Accrued but untaken holiday pay: £[amount]
- [Any other amounts due]
- Less any deductions: £[amount] [if applicable]
Total final payment: £[amount]
This will be paid into your bank account on [date]. Your P45 will be sent to your home address within 14 days.
**Return of Company Property**
Please return the following company property by [date]:
- [List all items: laptop, mobile phone, security pass, company car, etc.]
Arrangements can be made to collect your personal belongings from [location] by contacting [name/HR].
**Right to Appeal**
You have the right to appeal against this dismissal decision. If you wish to appeal, you must submit your appeal in writing to [Name, Job Title] at [email address] within **5 working days** of receiving this letter.
Your appeal should set out:
- Your grounds for appeal
- Any additional information you wish to be considered
- Whether you wish to attend an appeal hearing
**Confidentiality**
I remind you of your ongoing obligations regarding confidentiality and [any restrictive covenants in your contract].
**Reference**
Future references will confirm your dates of employment, job title, and the reason for leaving. Requests for references should be directed to [HR department/name].
If you have any questions about the contents of this letter, please contact [HR contact name] at [email/phone].
Yours sincerely,
[Name]
[Job Title]
[Date]
Cc: HR file
Template 2: Dismissal for Poor Performance (Capability)
[Company Letterhead]
[Date]
PRIVATE & CONFIDENTIAL
[Employee Name]
[Employee Address]
Dear [Employee Name],
**Dismissal Due to Capability**
I am writing to confirm the outcome of the capability review meeting held on [date] at [time], at which you were accompanied by [name and role of companion].
**Decision**
After careful consideration of your performance record, the support provided, and your responses at the meeting, I have decided to dismiss you from your position as [job title] with [Company Name].
**Reasons for Dismissal**
Despite our best efforts to support you, your performance has not reached the required standard. Specifically:
1. [Performance issue 1 with specific examples and dates]
2. [Performance issue 2 with specific examples and dates]
3. [Impact on the business/team]
**Support Provided**
We have provided the following support to help you improve:
- [Written warning dated X setting out required improvements]
- [Additional training provided on X]
- [Regular performance reviews on dates X, Y, Z]
- [Reduced workload/reasonable adjustments from X to Y]
Unfortunately, despite this support, your performance remains below the acceptable standard required for your role.
**Effective Date and Notice**
Your employment will terminate on [date], which provides you with [X weeks/months] notice as required under your contract. You [will be required to work your notice period / will receive payment in lieu of notice totalling £[amount]].
**Final Pay**
[Same as Template 1]
**Return of Company Property**
[Same as Template 1]
**Right to Appeal**
[Same as Template 1]
**Reference**
Future employment references will confirm your dates of employment and job title. We will provide a factual reference if requested.
Yours sincerely,
[Name]
[Job Title]
[Date]
Template 3: Redundancy Dismissal
[Company Letterhead]
[Date]
PRIVATE & CONFIDENTIAL
[Employee Name]
[Employee Address]
Dear [Employee Name],
**Notice of Redundancy**
Following the redundancy consultation process, I am writing to confirm that your role of [job title] has been made redundant and your employment with [Company Name] will end.
**Redundancy Situation**
The business has [describe the redundancy situation: restructure, closure, reduced need for work, etc.]. This has resulted in the need to reduce headcount in [department/area].
**Selection Process**
The selection process was conducted fairly using the following criteria:
- [Criterion 1]
- [Criterion 2]
- [Criterion 3]
You were scored against these objective criteria, and unfortunately, you were selected for redundancy.
**Alternative Employment**
We have considered whether any alternative employment is available within the company. [We have no suitable vacancies available / We offered you the role of X which you declined / Alternative role details].
**Effective Date and Notice**
Your redundancy will take effect on [date]. You are entitled to [X weeks/months] statutory notice. [You will work your notice period / You will receive payment in lieu of notice].
**Statutory Redundancy Pay**
You are entitled to statutory redundancy pay calculated as follows:
- [X] years of service aged [under 22/22-40/41+] = [calculation]
- **Total statutory redundancy pay: £[amount]**
[If enhanced redundancy offered:]
In addition to statutory redundancy pay, the company will pay you enhanced redundancy of £[amount], making a total redundancy payment of £[amount].
**Final Pay**
Your final payment will include:
- Salary up to [date]: £[amount]
- Payment in lieu of notice: £[amount]
- Statutory redundancy pay: £[amount] (tax-free)
- [Enhanced redundancy: £[amount]] [if applicable]
- Accrued but untaken holiday pay: £[amount]
Total final payment: £[amount]
The first £30,000 of redundancy pay is tax-free.
**Right to Appeal**
[Same as Template 1 - appeal within 5 working days]
**Support**
[If offered: We will provide outplacement support / career counseling / extended notice period to help you find alternative employment.]
Yours sincerely,
[Name]
[Job Title]
[Date]
Template 4: Summary Dismissal (Gross Misconduct)
[Company Letterhead]
[Date]
PRIVATE & CONFIDENTIAL
[Employee Name]
[Employee Address]
Dear [Employee Name],
**Summary Dismissal for Gross Misconduct**
I am writing to confirm the outcome of the disciplinary hearing held on [date] at [time], at which you were accompanied by [name and role of companion].
**Decision**
After careful consideration of all the evidence, I have decided to dismiss you from your position as [job title] with immediate effect for gross misconduct.
**Reasons for Dismissal**
The gross misconduct found is:
[Specific allegation with full details, dates, and evidence]
This conduct is so serious that it fundamentally breaches the trust and confidence required in the employment relationship. It amounts to gross misconduct under our Disciplinary Policy and your contract of employment.
**Immediate Termination**
Your employment is terminated with **immediate effect** from [date and time].
Due to the gross misconduct, you are **not entitled to notice or payment in lieu of notice**. Your final day of employment is [date].
**Final Pay**
Your final payment will include:
- Salary up to [date]: £[amount]
- Accrued but untaken holiday pay: £[amount]
Total final payment: £[amount]
You are **not entitled** to notice pay or any other termination payment.
This will be paid on [date]. Your P45 will be sent to your home address within 14 days.
**Immediate Return of Company Property**
You must return the following company property immediately:
- [List all items]
Please arrange collection of your personal belongings by contacting [HR contact] to arrange a mutually convenient time.
**Right to Appeal**
Despite the serious nature of the misconduct, you retain the right to appeal. If you wish to appeal, you must submit your appeal in writing to [Name, Job Title] at [email address] within **5 working days** of receiving this letter.
**Confidentiality and Restrictive Covenants**
Your obligations regarding confidentiality and [any restrictive covenants] continue after termination of your employment.
Yours sincerely,
[Name]
[Job Title]
[Date]
What a Dismissal Letter Must Contain
Essential Elements
| Element | Why It's Needed |
|---|---|
| Clear statement of dismissal | No ambiguity about what's happening |
| Reason for dismissal | Employee must know why |
| Effective date | When employment ends |
| Notice arrangements | Working notice or PILON |
| Right to appeal | ACAS Code requirement |
| How to appeal | Deadline and process |
Additional Information
- Final pay arrangements
- Holiday pay owed
- Return of company property
- Benefits cessation
- Reference arrangements
- Confidentiality reminders
Sample Dismissal Letter Structure
Opening
"I am writing to confirm the outcome of the disciplinary hearing held on [date], at which you were accompanied by [name]."
Decision
"After careful consideration of all the evidence and your responses at the hearing, I have decided to dismiss you from your position as [job title]."
Reasons
"The reasons for this decision are:
- [Specific reason 1]
- [Specific reason 2]
- [Why dismissal is appropriate]"
Notice
"Your dismissal will take effect on [date]. You are entitled to [X weeks/months] notice. [You will work your notice period / You will receive payment in lieu of notice]."
Final Pay
"Your final pay will include:
- Salary up to [date]
- [Payment in lieu of notice if applicable]
- [Accrued holiday pay] This will be paid on [date]."
Appeal Rights
"You have the right to appeal against this decision. If you wish to appeal, you should write to [name] at [address/email] within [X days] of receiving this letter, setting out your grounds for appeal."
Closing
"Please return all company property, including [items], by [date]."
Right to Written Reasons
Who Can Request
After dismissal, you can request written reasons if:
- You have 2 years' continuous service, OR
- You are pregnant or on maternity leave (any service)
Employer's Obligation
If requested, employer must provide:
- Written statement of reasons
- Within 14 days of request
- Sufficient detail to understand reason
If Employer Refuses
If employer fails to provide reasons:
- Complaint to employment tribunal
- Award of 2 weeks' pay
- Tribunal can determine what reasons were
What Reasons Must Cover
Statement should:
- Be accurate
- Be sufficient to understand the reason
- Be written (not verbal)
- Cover the real reason
Types of Dismissal Letters
Summary Dismissal (Gross Misconduct)
Key elements:
- States dismissal is immediate
- No notice or PILON
- Explains gross misconduct found
- Still offers appeal
Example wording:
"Due to the gross misconduct found, your employment is terminated with immediate effect. You are not entitled to notice or payment in lieu of notice. However, you remain entitled to appeal this decision."
Dismissal with Notice
Key elements:
- Dismissal effective at end of notice
- Details of notice period
- Working notice or PILON arrangements
- What to do during notice
Redundancy Dismissal
Additional elements:
- Explains redundancy situation
- Confirms selection
- Redundancy payment calculation
- Alternative employment considered
Capability/Performance Dismissal
Additional elements:
- History of performance management
- Warnings given
- Support provided
- Why improvement insufficient
Timing Considerations
When to Issue
Best practice:
- Confirm verbally at meeting, then
- Written letter within 24-48 hours
- Or hand letter at end of meeting
Dating the Letter
The dismissal date should be:
- Clear and unambiguous
- Consistent with verbal communication
- Correct for calculating notice
Delivery
Letter should be:
- Handed personally, OR
- Sent by post (recorded if possible)
- Emailed (if that's normal practice)
- Employee should confirm receipt
Common Mistakes
In Dismissal Letters
| Mistake | Problem |
|---|---|
| Vague reasons | Employee can't understand or challenge |
| Wrong dates | Confusion about when employment ends |
| Missing appeal rights | Breach of ACAS Code |
| Insufficient detail | Can't prepare defence |
| Incorrect notice | May be wrongful dismissal |
| No timescale for appeal | Unclear employee rights |
Consequences
Poor dismissal letters can:
- Make dismissal unfair
- Result in tribunal claims
- Increase compensation (Code breach)
- Create ongoing disputes
Appeal Information
What Must Be Included
- Clear right to appeal
- Who to send appeal to
- Deadline for appeal
- Format (writing preferred)
- What to include (grounds)
Example Wording
"You have the right to appeal against this dismissal. If you wish to do so, please write to [Name, Position] at [Address/Email] within 5 working days of receiving this letter, setting out your reasons for appealing."
Practical Matters
Return of Property
Letter should address:
- Company property to return (laptop, car, pass)
- When and how to return
- Personal property collection
- Handover of work
Final Pay
Confirm:
- Final salary payment date
- What it will include
- Any deductions
- P45 arrangements
References
May include:
- Reference policy
- Who to contact for references
- What references will say
Employee Checklist
On Receiving Dismissal Letter
- Read carefully - understand every element
- Check dates - are they correct?
- Check notice - is it what contract says?
- Note appeal deadline - don't miss it
- Check final pay - does it seem right?
- Consider appeal - do you want to?
- Seek advice - if unsure about anything
Questions to Ask
If anything unclear:
- What exactly is the reason?
- When does employment actually end?
- What am I being paid?
- What's the appeal process?
- What about references?
For Employers
Before Sending
Check that letter:
- Accurately reflects the decision
- Contains all required elements
- Is consistent with what was said verbally
- Offers appeal
- Is reviewed by HR/legal if appropriate
Template Considerations
Templates are useful but:
- Must be adapted to specific case
- Should include correct details
- Must be accurate, not generic
- Should be reviewed before sending
Record Keeping
Keep:
- Copy of letter sent
- Proof of delivery
- Notes of verbal communication
- All related correspondence
Related answers
Final Written Warnings
What is a final written warning? Understand when they're given, how long they last, and what happens if you receive one.
Appeal Against Dismissal
How to appeal a dismissal decision. Understand your rights, the appeal process, and what outcomes are possible.
Dismissal Process Steps for Employers
Step-by-step guide to dismissing an employee fairly. Follow this process to reduce unfair dismissal risk.
Instant Dismissal (Summary Dismissal)
When can an employer dismiss instantly without notice? Understand summary dismissal, gross misconduct, and your rights.
Notice Pay on Dismissal
What notice must employers give when dismissing? Understand statutory and contractual notice, payment in lieu, and garden leave.
Frequently Asked Questions
- What must a dismissal letter contain?
- A dismissal letter should include: the decision to dismiss, the reason for dismissal, the effective date, notice period arrangements, final pay details, information about any outstanding matters, and crucially, the right to appeal and how to exercise it.
- Can I be dismissed without a letter?
- While verbal dismissal can be legally effective, it's poor practice. Employers should confirm dismissal in writing. If dismissed verbally, you can request written confirmation and, with 2 years' service, written reasons for dismissal.
- Can I request written reasons for dismissal?
- Yes, if you have 2 years' continuous service, you can request a written statement of reasons for dismissal. The employer must provide it within 14 days. Pregnant employees and those on maternity leave have this right regardless of service.
- Can I download a free dismissal letter template?
- Yes, this guide includes free dismissal letter templates for different dismissal types: misconduct, capability, redundancy, and summary dismissal. Adapt the templates to your specific situation and have them reviewed by HR or legal before sending.