How to Write a Discharge Letter
- 1). Write the organization's official business contact information in the top right of the page, including business name, address, telephone number, fax number, email address and website.
- 2). Indicate the delivery date of the letter below the business address and on the left side of the page.
- 3). Write the name and address of the individual or organization the letter discharges.
- 4). Address the individual or organization formally. For example, "Dear Bob Smith:" or "To Treetop Shale and Rock Company:"
- 5). Open your letter with some incarnation of this line, "On this date, July 2, 2004, Your-Company's-Name hereby discharges Bob Smith from his position as Assistant Manager."
- 6). List the reasons for the individual or organization's discharge. This could range from unsatisfactory output to a simple end of contract terms.
- 7). Close the letter with some incarnation of this line, "You are hereby required to notify Your-Company's-Name upon your receipt of this letter. Failure to do so by July 9, 2004 will lead to the forfeiture of any obligations to you still held by Your-Company's-Name."
- 8). Include a formal sign-off such as "Respectfully," or "Sincerely," before signing your name. If you are a representative within a larger organization, you must also indicate your title below your signature. For example, "Human Resources Manager" or "CEO."
