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.
Indicate the delivery date of the letter below the business address and on the left side of the page.
Write the name and address of the individual or organization the letter discharges.
Address the individual or organization formally. For example, "Dear Bob Smith:" or "To Treetop Shale and Rock Company:"
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."
List the reasons for the individual or organization's discharge. This could range from unsatisfactory output to a simple end of contract terms.
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."
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."