Sample Letter of Dismissal - Office of The President
LETTER OF DISMISSAL
GUIDELINES
Please read through prior to drafting a Letter of Dismissal
• A Letter of Dismissal is required to follow an “Intent to Dismiss” if :
– The employee has not appealed the Universities decision to dismiss the employee and the appeal period has passed; or
– The employee did appeal, but the Skelly Officer upheld the Universities decision to dismiss.
– If the Skelly Officer overturns the University’s decision to dismiss an employee, then a dismissal letter is not issued.
• Consult with Local HR Employee and Labor Relations prior to issuing the dismissal letter to confirm the effective date and the coordination of issuing the employee’s payment for final wages and any accrued vacation.
• If represented by a union, a copy of the intent notice must be sent to the union
LETTER OF DISMISSAL
[Date]
To: [employee name and title]
From: [supervisor name and title]
Subject: Notice of Dismissal
On [insert date] I [received your written response my letter of (insert date)/met with you to discuss my letter of (date)], notifying you of the University’s intent to dismiss you from your employment with the University effective [date of dismissal].
[Following employee response]
I have taken into account your response the University’s intended action. However, your response has not altered my decision. Therefore, your dismissal will become effective on [termination date].
[No employee response]
My letter further indicated that you had the right to respond either orally or in writing to the intended action within ( insert number of calendar days [8 or 10] based on applicable policy or union contract). I have not received any response from you. Therefore, your dismissal will become effective on [termination date].
The reason for this action is [state reason(s) as applicable].
Your final paycheck will be issued to you on [insert date], and will include all hours worked up to the date of your dismissal, including payment for any unused vacation [and #days pay in lieu of notice, if applicable].
You have the right to request a review of this action in accordance with (insert Policy 70 of the Personnel Polices for Staff Members or union grievance reference, if represented by a union).
Proof of Service
cc: Supervisor’s Supervisor
Local HR Employee & Labor Relations
Personnel file
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