Free letter template · Word

Termination for Misconduct Letter

A termination for misconduct letter communicates the outcome of a disciplinary process where proven misconduct leads to dismissal or termination. It is issued only after a charge sheet, the employee's reply and a fair inquiry, and it records the charges, findings, penalty and the basis in the standing orders or conduct policy.

Editable Word (.docx)
Made for India
22 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

ORDER OF TERMINATION – MISCONDUCT

Ref. No.:: [Reference Number]
Date:: [Date]

Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]

Subject: Order on Disciplinary Proceedings – Charge Sheet No. [Reference Number]

Dear [Employee Name],

A charge sheet dated [Date] was issued to you alleging the following misconduct under Clause [Clause Number] of the [Certified Standing Orders / Code of Conduct]:

[Charge 1 as stated in the charge sheet]
[Charge 2 as stated in the charge sheet]

You submitted your reply on [Date]. As the reply was not found satisfactory, a domestic inquiry was conducted by [Inquiry Officer Name] on [Dates]. You were given full opportunity to attend, to be accompanied by a co-worker as permitted, to cross-examine witnesses and to present your defence.

The inquiry officer, in the report dated [Date], found the charges [proved / partly proved] for the following reasons: [brief summary of findings]. A copy of the report was sent to you on [Date], and your representation dated [Date] has been carefully considered.

Having regard to the gravity of the misconduct, your past record and the findings, the disciplinary authority has decided to impose the penalty of [termination / dismissal] from service under Clause [Clause Number] of the [Certified Standing Orders / Code of Conduct], with effect from [Last Working Day].

Your earned wages, leave encashment and other dues payable under law and policy will be settled within [number] days, after adjusting lawful recoveries. Please return all company property to [HR Name] by [Date].

You may appeal against this order in writing to [Appellate Authority] within [number] days of receipt.

Yours faithfully,

Disciplinary Authority
[Authorised Signatory]
[Designation]
For [Company Name]

Received by
[Employee Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Reference to charge sheet, reply and inquiry dates
Charges stated factually
Summary of inquiry findings
Note that the employee's representation on findings was considered
Penalty imposed with standing orders or policy clause
Treatment of dues under law and policy
Right of appeal and timeline

When to use it

A domestic inquiry has found charges of misconduct proved
The disciplinary authority has considered the inquiry report and the employee's comments on it
The standing orders or code of conduct provide termination or dismissal as a penalty
Serious matters such as fraud, theft, violence or harassment have been established after inquiry

How to customise this template

1Copy charges word for word from the charge sheet
2Summarise only findings recorded in the inquiry report
3Insert the exact clause of the certified standing orders or conduct policy
4Ensure the penalty is proportionate and consistent with past cases
5Get legal review before issue

HR tips

Never skip the show-cause and inquiry steps
Do not use words like thief or fraudster; describe the act as found
Release all earned wages and statutory dues as required by law
Keep inquiry records safely in case of a legal challenge

Dismissal for misconduct must follow natural justice and the certified standing orders or applicable conduct rules. This template is a starting point only; review it against the inquiry record, standing orders, applicable labour laws, the Labour Codes and state rules, with a legal adviser before issue.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Can an employee be terminated for misconduct without an inquiry?+

In most cases a fair process is expected: a charge sheet, an opportunity to reply and a domestic inquiry. Termination without it may be challenged, so take legal advice.

What is the difference between termination and dismissal for misconduct?+

The terms are often used loosely. Dismissal usually refers to a disciplinary penalty for proven misconduct, while termination can also mean ending employment under notice terms. Use the term your standing orders use.

Is gratuity payable if an employee is dismissed for misconduct?+

Gratuity can be forfeited only in limited situations specified by law and usually requires a specific order. Seek legal advice before withholding it.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
TERMINATION OF EMPLOYMENT
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
By hand / Email / Registered post
Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]
Subject: Termination of Your Services
Dear [Employee Name],
This letter refers to our meetings and correspondence dated [Date] (Ref. No. [Reference Number]) regarding [brief factual description of the matter, for example the closure of a business unit]. After due consideration, the management has decided to terminate your services in accordance with Clause [Clause Number] of your appointment letter dated [Date] and [Policy Name / Standing Orders].
Your employment with [Company Name] will end with effect from the close of business on [Last Working Day]. In lieu of [Notice Period] notice, you will be paid salary of [Amount] as per your terms of employment.
Letter · Word
Termination Letter
Download .docx
[Company Logo][Company Name]
TERMINATION OF EMPLOYMENT – PERFORMANCE
Ref. No.:
[Reference Number]
Date:
[Date]
Strictly Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Termination of Employment on Grounds of Performance
Dear [Employee Name],
As you are aware, your performance has been discussed with you on several occasions. In the review dated [Date], specific gaps were shared with you in writing. A Performance Improvement Plan (PIP) was then agreed with you for the period [DD/MM/YYYY] to [DD/MM/YYYY], with the following goals:
PIP Goal Target Actual Result Status
[Goal 1] [Target] [Actual] [Met / Not met]
[Goal 2] [Target] [Actual] [Met / Not met]
[Goal 3] [Target] [Actual] [Met / Not met]
Letter · Word
Termination for Performance Letter
Download .docx
[Company Logo][Company Name]
TERMINATION OF EMPLOYMENT DURING PROBATION
Ref. No.:
[Reference Number]
Date:
[Date]
Private and Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Non-Confirmation and Termination During Probation
Dear [Employee Name],
You joined [Company Name] on [Date of Joining] as [Designation] on probation for a period of [Probation Period], as stated in Clause [Clause Number] of your appointment letter.
During your probation, your progress was reviewed with you by [Reporting Manager] on [Date] and [Date]. In these reviews, the expectations of the role, particularly [key expectation 1] and [key expectation 2], were discussed, along with the support available to you. (If applicable: Your probation was extended on [Date] to allow further time.)
Letter · Word
Termination During Probation Letter
Download .docx
[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
Letter · Word
Resignation Letter Format
Download .docx
[Company Logo][Company Name]
RESIGNATION ACCEPTANCE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acceptance of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].
Before your last working day, please complete the following:
Letter · Word
Resignation Acceptance Letter
Download .docx
[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
Letter · Word
Resignation Acknowledgement Letter
Download .docx
[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
Letter · Word
Resignation Rejection Letter
Download .docx
[Company Logo][Company Name]
NOTICE PERIOD – TERMS AND EXPECTATIONS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Notice Period and Related Guidelines
Dear [Employee Name],
Further to your resignation dated [Date of Resignation], this letter sets out the arrangements that will apply during your notice period.
Item Details
Notice start date [Date]
Notice period as per appointment letter [Notice Period]
Last working day [Last Working Day]
Handover to [Successor Name]
HR coordinator [HR Name]
Letter · Word
Notice Period Letter
Download .docx