A sample specific letter of termination is presented in Appendix S. Note that specific termination letters always describe a ‘‘final incident’’ that has led to the decision to discharge. A clean final incident that breached the terms of prior warnings is the ‘‘thresholdevent’’ that triggers the termination action. Clean final incidents are easily documented and are consequently often found in documented
termination letters.

One final note: Some employers ask that employees sign these termination letters as a matter of practice. In those cases, there is
usually a line at the bottom of the page where employees can sign
after a statement that reads, ‘‘I have received a copy of this document.’’

Requiring employees to sign their own termination letters, as an evidentiary matter, ensures that there won’t be any dispute that the employee received the document. There’s no harm in adding it, of course; it’s just more of a stylistic issue. Otherwise, there isn’t much need for an acknowledgment countersignature. Therefore, add the countersignature requirement only if your company is more comfortable with the added closure it may bring to the employment relationship.

Taken From : The Hiring and Firing Quention and Answer Book