Employee theft is a serious offense that can significantly impact a company’s bottom line and overall morale. When faced with such a situation, it’s crucial to handle the termination process with professionalism, clarity, and adherence to legal guidelines. A well-written termination letter is essential to document the reasons for termination and protect the company from potential legal challenges. These sample letters below provide examples of how to address this sensitive issue.
Crafting a termination letter for employee theft requires a balance of firmness and fairness. You need to clearly state the reason for termination, citing specific instances of theft when possible. It’s also important to remind the employee of any relevant company policies that have been violated. While emotion may be high, maintaining a professional tone is crucial for avoiding defamation claims. Always consult with legal counsel before issuing a termination letter to ensure compliance with local laws and regulations. Remember to include information about final paychecks, benefits, and the return of company property.
Sample Termination Letters for Stealing Money
Contents
Sample Letter 1
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, due to theft.
On [Date], an investigation revealed that you [Specific Details of Theft, e.g., misappropriated funds from the petty cash account]. This is a direct violation of company policy [Policy Number or Name], which clearly prohibits theft and dishonesty.
Please return all company property, including your [Laptop, Phone, Badge], to [Designated Person] immediately. Your final paycheck, less applicable deductions, will be mailed to your address on file on [Date]. Information regarding your eligibility for continued benefits will be provided separately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 2
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is hereby terminated, effective [Date], as a result of your violation of company policy regarding theft.
Specifically, on [Date], you were observed [Specific Details of Theft, e.g., taking cash from the register without authorization]. This behavior is a serious breach of trust and a violation of [Company Policy Name].
Your final paycheck, inclusive of any accrued vacation time, will be available on [Date]. Please contact [HR Contact] regarding your benefits.
Please return all company property to [Designated Person] by the end of the day.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 3
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective immediately. This decision is based on evidence of your involvement in the theft of company funds.
Our investigation revealed that on multiple occasions between [Start Date] and [End Date], you [Specific Details of Theft, e.g., fraudulently submitted expense reports]. This constitutes a violation of company policy [Policy Name] and is grounds for immediate termination.
You must return all company-owned property, including your [Laptop, company car, etc.] immediately. Your final paycheck, less any applicable deductions, will be mailed to your address on file. Information regarding COBRA and other benefits will be provided to you separately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 4
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
Please accept this letter as formal notification that your employment with [Company Name] is terminated, effective immediately, due to acts of theft.
Specifically, on [Date], you were found to have [Specific Details of Theft, e.g., altered financial records]. This directly violates the company’s Code of Conduct and established financial policies.
Your final paycheck, including any unused vacation time, will be available for pickup on [Date] at [Location]. Please contact [Contact Person] to arrange a time. Information regarding your 401k and other benefits will be sent to your home address.
All company property, including your employee badge and any company documents, must be returned to [Designated person] immediately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 5
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date], due to a violation of company policy regarding theft.
The company has concluded an investigation showing that on [Date] you engaged in [Specific Details of Theft, e.g., unauthorized transfers of funds to a personal account]. This action is a direct violation of the company’s financial policy as outlined in the employee handbook.
Your final paycheck will be mailed to your address on record. Any questions regarding benefits or other compensation should be directed to [HR contact]. Please return all company property to [location] immediately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 6
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective immediately. The cause for this action is theft of company property.
Specifically, the company has confirmed that you [Specific Details of Theft, e.g., stole inventory items with a value of approximately [Dollar Amount]]. This action is a clear breach of our company’s trust and security policy.
Your final paycheck, including all earned wages, will be available on the next regularly scheduled pay date. You are required to return all company property, including your company-issued cell phone, to [HR department]. Information about your eligibility for continuing benefits will be sent separately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 7
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We are writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to theft.
Following a thorough investigation, it was determined that you [Specific Details of Theft, e.g., were involved in an scheme to defraud the company by falsifying time sheets]. This is in direct violation of company policy outlined in section [Number] of the employee handbook.
You are required to turn in any company keys, access cards, and any other company property immediately. Your final paycheck will be issued according to regular payroll practices. A separate communication regarding your benefits will be sent to you shortly.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 8
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to officially notify you that your employment with [Company Name] is terminated, effective immediately, as a result of theft.
The company has evidence demonstrating that you [Specific Details of Theft, e.g., used the company credit card for unauthorized personal expenses]. This constitutes a serious breach of trust and is a violation of company policy, specifically policy [Policy number or name].
You are required to return all company property, including but not limited to your company laptop, company cell phone, and any sensitive documents, by the end of the day. Please contact [HR Department] for information regarding your final paycheck and benefits.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 9
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is terminated, effective [Date], due to your direct involvement in the theft of company assets.
Our investigation revealed that you [Specific Details of Theft, e.g., systematically embezzled funds from the company bank account]. These actions are in direct violation of established accounting practices and corporate governance policies.
Your final paycheck, minus any deductions, will be available on [date]. You are also required to return all company property by the end of today. Detailed information regarding your benefits continuation options will be sent separately.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 10
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective immediately, due to evidence of theft.
The company has uncovered that on [date], you [Specific Details of Theft, e.g., transferred company funds to a personal bank account]. This violation of our company policy and the law is grounds for immediate dismissal.
You must return all company property, including your employee ID, by the close of business today. Please contact [HR contact] regarding details about your final paycheck and any benefits to which you may be entitled.
Sincerely,
[Your Name]
[Your Title]
Sample Letter 11
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
Please be advised that your employment with [Company Name] is terminated, effective immediately, due to theft of company assets.
An internal investigation confirmed that on [Date] you [Specific Details of Theft, e.g., took [Amount] cash from the sales proceeds without authorization]. This is a severe breach of trust and a direct violation of company policies.
Please ensure that all company assets in your possession, including but not limited to your employee badge, keys, and access cards, are returned immediately. Your final paycheck will be available for pickup on [Date] at [Location]. Information regarding your rights to continue healthcare coverage will be sent to your home address.
Sincerely,
[Your Name]
[Your Title]
Terminating an employee for theft is a serious matter that demands careful consideration and documentation. These sample letters offer a starting point, but it’s crucial to tailor each letter to the specific circumstances of the case, ensuring compliance with all applicable laws and company policies. Always consult with legal counsel before taking any action to ensure the termination is justified and legally defensible. The details included in the termination letter should be accurate and verifiable, and the tone should remain professional throughout.
