Sample Termination Letter In Kenya

By Florence Mukunya

As an employer you will want to write a termination letter when you fire and employee. A termination letter contains the details of the firing and serves as a confirmation of the same to the employee. As an employer it’s important that you retain a copy of the termination letter in the employee’s personal file for records purposes.

Related article: Kenya Labour Laws On Terminating Employment

3 common mistakes employers make while writing termination letters

1. Using a termination letter as a way of venting

When employers are writing a termination letter and especially where the employee is leaving due to gross misconduct its obvious they are not happy with the employee, a situation that might lead to putting accusation statements that are irrelevant in the letter.

As an employer, it’s good to be rational when writing the termination letter. Avoid statements that can provoke the employee to take legal action.

2. Not stating and reason for the termination

It’s very important to include the reason(s) for termination on the termination letter, for example poor performance and also include how this breaches company policies and where possible include a summary of any previous actions taken against the employee including the dates of the warnings.

3. Not confirming the actual termination date

A well dated termination letter is not only important for the employee but for you as an employer. For the employee, in cases where termination where termination was not due to gross misconduct for example say it was due to redundancy, the candidate will require the well dated termination letter as this helps in their transitioning as they apply for other jobs. For you as an employer it helps in keeping tracks of your business and for records purposes.

Here is a Sample Termination Letter in Kenya

STRICTLY CONFIDENTIAL

19th December 2016

George Paul
Accountant
ABC Company

Dear George,

Re: Termination of Employment On Account Of Redundancy

In reference to our discussion today, I regret to inform you that your employment contract is being terminated henceforth on account of redundancy.

We only require the services of two Accountants and unfortunately since you are the one who last joined, we have no choice but to let you go.

As per our terms of engagement, you will be paid salary up to date, and the equivalent of one month notice in lieu. You are also eligible for service pay which is equivalent to 15 days for each year worked. In your case, this amounts to one month. Other payments include un-utilized leave days.

We appreciate your contribution and should any of our client be in need of someone with your skills and experience we shall gladly recommend you.

Yours sincerely,

Human Resource Manager

……………………………………………………………………………………………………………………
I agree to the terms contained herein.

Employee Signature:                                                      Date:

The writer is a Communications Officer at Corporate Staffing Services, a leading Recruitment firm that offers CV Writing, Job Placement & Career Advice. Email florence@corporatestaffing.co.ke