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Guidelines & Templates for Performance Management Documentation
The goal of progressive discipline is to improve performance and/or behavior. However,
when the employee does not demonstrate the improvement needed, termination of
employment must follow. Termination for inability is applicable when an employee
makes a genuine effort to improve but is unable to perform at a satisfactory level. In
contrast, termination for cause is due to an employee’s willful lack of effort or refusal to
correctly or adequately perform the duties of the position. Policies related to
performance management can be found at http://policies.emory.edu/ under Employee
Relations.
Elements of a Termination Letter
1. Inform the employee s/he is being terminated, effective when and why.
2. Specify when s/he received warning(s) for that/those failure(s)/violation(s).
3. Provide contacts information.
Sample: Termination Letter (for cause or performance)
<<Department Header>>
<<Date>>
<<Employee name>>
<< home or office address>>
<< Dear (first name)>>,
(Use the examples that apply)
• Attendance: Your employment with Emory University is terminated effective
<<date>>, due to your repeated tardiness and absences. This was discussed with you
repeatedly over the last <<## weeks/months>> and most recently you received a written
warning on <<date>>. In that warning I again reminded you of our policies and
departmental procedures regarding attendance.
• Performance: Your employment with Emory University is terminated effective
<<date>>, due to repeated failure to perform the duties of your position. When you were
hired into your current position, you were provided the Job Description. During your
orientation, the duties you would be expected to perform were explained to you. Since
then you have been provided periodic training as well as additional instruction at your
request. However, there have been continued deficiencies in your performance and
failure to follow directives. This was discussed with you numerous times and has not
resulted in improvement on your part.
• Communication/Behavior: Your employment with Emory University is terminated
effective <<date>>, due to your inappropriate behavior and communication. As was