Dismissal Letter: Free Template and What to Include

If you need to formally dismiss an employee following a fair process, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong dismissal letter should include.

What this letter needs to cover

• State the employee is dismissed
• Give the reason for dismissal
• Confirm last day of employment
• Confirm notice period or payment in lieu
• Confirm any outstanding pay or holiday entitlement
• Confirm right of appeal within 5 working days
• Mention ACAS Early Conciliation if they wish to claim unfair dismissal

What a fair dismissal letter needs to confirm

A dismissal letter is the formal record of the outcome and needs to clearly reflect that a fair process was followed — the specific reason for dismissal, reference to the process that led to the decision, and the employee's rights going forward. Getting this letter right matters not just for clarity, but because it's often scrutinised closely if the dismissal is later challenged.

What to include before you send it

• The specific reason for dismissal, matching one of the fair reasons recognised in law (conduct, capability, redundancy, a legal restriction that stops the person doing the job, or some other substantial reason)
• Confirmation of the process followed, including the hearing date
• The employee's notice entitlement, or pay in lieu if applicable
• The right to appeal, with a clear deadline and process for doing so

Why the right to appeal must be genuinely offered

A dismissal letter that doesn't clearly offer a right to appeal is a common, avoidable procedural failing — even where the underlying decision was reasonable, failing to offer this can weaken an employer's position in a subsequent tribunal claim.

Frequently Asked Questions

Does the employee need to work their notice period?
This depends on the reason for dismissal and the contract terms — gross misconduct dismissals are often summary (no notice), while other dismissals typically require notice or pay in lieu.

What if the employee doesn't respond to the dismissal letter at all?
The dismissal still takes effect as stated in the letter; a lack of response doesn't need to delay the process, though it's worth confirming receipt where possible.

[Your Job Title / HR Department]
[Company Name]
[Company Address]
[Company Postcode]
[Employee Name]
[Employee Address]
[Employee Postcode]
[Date]

Dear [Employee Name],

Subject: Notice of dismissal

I am writing to confirm the decision made after your disciplinary hearing on [Date of hearing]. After careful consideration of all the evidence and your explanations, we have decided to dismiss you.

The reason for your dismissal is [e.g. continued misconduct / gross misconduct]. Specifically, we found that you:
• [Specific findings, e.g. Breached company IT policies on several occasions after receiving a final written warning.]

[Choose option A (dismissal with notice) or option B (gross misconduct)]
[Option A: Your employment will end on notice. Your last day of employment will be [Date]. You will receive [Number] weeks' notice pay.]
[Option B: Your conduct amounts to gross misconduct. Your employment ends with immediate effect today, [Date], and you are not entitled to notice or notice pay.]

You will be paid for any accrued but untaken holiday up to your last day of employment. Your final payslip and P45 will be sent in the normal payroll cycle.

You have the right to appeal against this decision. If you wish to appeal, write to [Name and Job Title] within [e.g. 5] working days of receiving this letter, setting out your grounds of appeal.

If you are thinking of making an unfair dismissal claim, you must contact Acas [in Northern Ireland: the Labour Relations Agency] for early conciliation first.

Yours sincerely,

[Your Signature]
[Your Printed Name]