Dismissal Letter Template

Use these templates to formally confirm dismissal decisions.

Gross Misconduct Dismissal

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[Company Name] [Company Address]

[Date]

Private & Confidential By Hand / Recorded Delivery

[Employee Name] [Employee Address]

Dear [Employee Name],

Termination of Employment - Summary Dismissal

I am writing to confirm the decision communicated to you at the disciplinary hearing on [date]. Your employment with [Company Name] is terminated with immediate effect due to gross misconduct.

Reason for Dismissal

Following investigation and a disciplinary hearing at which you had the opportunity to respond, I found that you [brief factual summary of what they did]. This conduct constitutes gross misconduct under the Company's disciplinary policy because [brief explanation of why it's serious].

Notice

Due to the serious nature of the gross misconduct, you are not entitled to any notice or payment in lieu of notice. Your employment terminated on [date] and this was your last day of service.

Final Pay

Your final pay will be processed on [date] and will include:

Element	Detail
Salary	Payment to [last day worked]
Accrued holiday	[X] days at £[amount] per day
Deductions	[Tax, NI, any other]

You will receive your P45 separately.

Company Property

Please return all company property by [date], including:

• [ID badge]
• [Laptop/equipment]
• [Keys]
• [Other items]

Return to [Name/Address]. If not returned, the value may be deducted from your final pay in accordance with your contract.

Confidentiality

You remain bound by the confidentiality obligations in your contract of employment, which continue after termination.

Right of Appeal

You have the right to appeal against this dismissal. If you wish to appeal, you must submit your appeal in writing to [Name, Job Title] within [5/10] working days of receiving this letter. Your appeal should clearly state the grounds on which you are appealing.

[Optional: During any appeal process, you will remain dismissed unless and until the appeal is upheld.]

If you have any questions about administrative matters, please contact [HR contact].

Yours sincerely,

[Name] [Job Title]

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Capability Dismissal (Performance)

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[Company Name] [Company Address]

[Date]

Private & Confidential

[Employee Name]

Dear [Employee Name],

Termination of Employment - Capability

Following the capability hearing on [date], I am writing to confirm that your employment with [Company Name] will terminate on [date] due to your continued failure to meet the required performance standards.

Background

[Summarise the performance issues and support provided]:

• On [date], concerns about [performance issue] were raised
• A Performance Improvement Plan was implemented on [date]
• Further reviews took place on [dates]
• Despite [support measures], your performance has not improved to the required standard

Reason for Dismissal

At the hearing, I carefully considered your representations. However, I have concluded that despite reasonable time and support, you have been unable to meet the standards required for your role. Specifically, [brief summary of continued failings].

Notice Period

You are entitled to [X] weeks'/months' notice. [Choose one]:

• Your last day of work will be [date], and you will be paid during your notice period
• You are not required to work your notice period and will receive payment in lieu of notice

Final Pay

Your final pay will include:

• Salary to [date]
• Notice pay [if PILON]
• Accrued holiday: [X] days
• [Any other amounts]

Right of Appeal

You have the right to appeal against this decision. Please submit any appeal in writing to [Name] within [X] working days.

Yours sincerely,

[Name] [Job Title]

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Dismissal During Probation

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[Company Name] [Company Address]

[Date]

Dear [Employee Name],

Termination of Employment During Probationary Period

I am writing to confirm that your employment with [Company Name] will terminate on [date].

Reason

As discussed in our meeting on [date], during your probationary period we have identified concerns about [your performance in the role / your suitability for the position]. Specifically:

• [Concern 1]
• [Concern 2]

Despite [support provided, e.g., additional training, feedback sessions], these concerns have not been resolved.

Notice

In accordance with your contract, during the probationary period [X] weeks' notice applies. Your employment will terminate on [date]. [Or: You will receive payment in lieu of notice.]

Final Pay

[Details as above]

Company Property

[Details as above]

Reference

If you require a reference, please direct requests to [contact].

I wish you well in your future career.

Yours sincerely,

[Name] [Job Title]

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Key Points

Timing

Action	Timing
Verbal confirmation	At hearing
Written confirmation	Same day or next day
Appeal deadline	Usually 5-10 working days
Final pay	Normal pay date

Method of Delivery

Method	When to Use
Hand delivery	Employee present - get signature
Recorded delivery	Employee absent
Email copy	In addition to postal

What to Include

Essential	Optional
Clear termination statement	Reference policy
Effective date	Future reference arrangements
Reason	Outplacement support
Notice position	Garden leave details
Final pay details	Restrictive covenant reminder
Appeal rights
Property return