In composing a letter of intent - see Notice of Intent to Terminate (Word) - do the following:
- State clearly at the beginning of the letter that it is a notice of intent to dismiss, and cite the appropriate personnel policy or contract provision.
- State the effective date of the intended action.
- Describe the performance or behavioral problem(s) in very specific detail, and attach copies of all material that served as a basis for your decision to take this action.
- Describe all previous steps taken to correct the problem, such as previous disciplinary actions, and attach copies of these documents.
- Inform the employee that he/she has a right to respond, either orally or in writing, within ___ (depends on policy or contract) calendar days of the date of issuance of the notice, and to whom. The number of days will be specified in each personnel policy or union contract, and they vary, so review them carefully. Your Employee Relations Consultant can help identify an appropriate next level manager to conduct the review for each situation.
- Deliver it to the employee and to the employee's personnel file using an appropriate mechanism such as Proof of Service. Send a copy to the union or the employee's representative, if appropriate, via Proof of Service.