Name: Dismissal for Some Other Substantial Reason (SOSR) letter template | Aug 26
Brand: HRDocBox
SKU: HRDBOX-374
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This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.

SOSR dismissal confirmation
Six practical SOSR scenarios
Substantial reason and supporting circumstances
Process and employee representations
Alternatives to dismissal considered
Notice and final pay arrangements
Right of appeal

Specifications

Template

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Dismissal for Some Other Substantial Reason (SOSR)

I am writing further to the meeting held on [insert date] regarding your potential dismissal due to [insert substantial reason(s) for proposed termination of employment].

Having carefully considered the circumstances, the information available and the representations you have made, I regret to advise you that the Company has decided to terminate your employment on the ground of Some Other Substantial Reason (SOSR), being a reason of a kind that is potentially sufficient to justify dismissal.

This decision has not been taken lightly. We recognise the impact that termination of your employment will have and have carefully considered the circumstances before reaching this decision.

Reason for dismissal

For the reasons outlined below, we have discussed with you the

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What is a dismissal for some other substantial reason (SOSR) letter?

Dismissal for Some Other Substantial Reason (SOSR) letter template preview

A Dismissal for Some Other Substantial Reason (SOSR) Letter formally confirms an employee's dismissal where the employer relies on Some Other Substantial Reason as the potentially fair reason for termination. SOSR is one of the potentially fair reasons for dismissal under the Employment Rights Act 1996.

The template helps the employer explain the specific substantial reason, the circumstances leading to the decision, the process followed, the employee's representations and the alternatives to dismissal that were considered before the decision was reached.

What situations can SOSR cover?

SOSR can apply to a range of substantial business or employment circumstances that do not fall neatly within conduct, capability, redundancy or statutory restriction. The template includes practical examples covering business reorganisation, refusal to accept changes to terms and conditions, conflicts of interest, serious personality clashes or breakdowns in working relationships, pressure from significant third parties and a breakdown in trust and confidence.

These examples are starting points rather than automatic grounds for dismissal. The employer must establish that the particular circumstances amount to a substantial reason and that dismissal is reasonable in the circumstances.

What is it used for?

The letter provides a formal record of the decision and explains why the employer believes continued employment is no longer reasonably practicable. It also records the process followed, the employee's opportunity to respond and any alternatives that were considered.

It should be used following an appropriate investigation, consultation or meeting process rather than as a substitute for that process.

Who should use it?

The template is suitable for HR professionals, managers and employers dealing with a proposed dismissal where Some Other Substantial Reason is being relied upon as the potentially fair reason.

What should happen before the letter is issued?

The employer should establish the genuine substantial reason, investigate the relevant circumstances and give the employee a reasonable opportunity to respond. The employer should also consider whether there are reasonable alternatives to dismissal and whether the proposed decision is reasonable in all the circumstances.

The employee's representations should be genuinely considered before the final decision is made.

Example

An employer restructures its management arrangements and needs to introduce new terms and working arrangements for a particular role. The employee does not agree to the proposed changes despite discussions and consultation.

The employer considers whether the changes can be avoided, whether the employee could be redeployed or whether another arrangement could resolve the situation. No workable alternative is identified.

The employee is invited to a formal meeting and given an opportunity to explain their position. Their concerns are considered before the employer decides that the circumstances represent a substantial reason for terminating the employment.

The employer issues an SOSR dismissal letter explaining the business reorganisation, the proposed contractual changes, the discussions that took place, the alternatives considered, the termination arrangements and the employee's right of appeal.

In another case, an employer may rely on SOSR following a serious breakdown in a working relationship where reasonable attempts at mediation and management intervention have failed. The same principles apply: the employer needs to establish the substantial reason, consider alternatives, hear the employee's position and assess whether dismissal is reasonable in the circumstances.

The wider HR process

Related HR resources and workflow

Explore the HR resources that may be relevant before and / or after using the Dismissal for Some Other Substantial Reason (SOSR) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

Managers guide to dismissing an Employee for Some Other Substantial Reason (SOSR)

Our Guide to Dismissing an Employee for Some Other Substantial Reason (SOSR) offers step-by-step instructions, ensuring legal compliance and fairness in the dismissal process.

This

Dismissal for Some Other Substantial Reason (SOSR) letter

Dismissal appeal letter

Our dismissal appeal letter template can help you formally challenge your dismissal.

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Dismissal for Some Other Substantial Reason (SOSR) letter should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing (Days from Issue)
1	Establish the Substantial Reason: Identify the genuine business or employment circumstances being relied upon, such as business reorganisation, refusal to accept substantial changes, conflicts of interest, serious relationship breakdown, third-party pressure or a breakdown in trust and confidence.	HR / Management	Day -28 to Day -21
2	Investigate and Consider Alternatives: Gather the relevant evidence, understand the circumstances and consider whether reasonable alternatives such as redeployment, mediation, alternative duties, changes to working arrangements or further consultation could resolve the situation.	HR / Management	Day -21 to Day -14
3	Consult with the Employee: Explain the substantial reason and proposed course of action and give the employee a reasonable opportunity to respond, raise concerns and provide relevant information.	Management / HR / Employee	Day -14 to Day -3
4	Reach the Decision: Consider the employee's representations, the evidence, alternatives to dismissal and the impact of the circumstances before deciding whether termination is reasonable.	Decision Maker / HR	Day -3 to Day 0
5	Confirm the Dismissal: Issue the SOSR dismissal letter explaining the substantial reason, process followed, alternatives considered, termination arrangements and right of appeal.	HR / Management	Day 0

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Common mistakes

Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.

Using SOSR as a convenient label without identifying a genuinely substantial reason.
Assuming that business reorganisation, refusal to accept new terms or a breakdown in relationships automatically justifies SOSR dismissal.
Failing to properly investigate the circumstances supporting the proposed dismissal.
Failing to consider reasonable alternatives to dismissal.
Presenting the dismissal as a foregone conclusion before hearing the employee's response.
Failing to properly consider the employee's representations.
Ignoring potential discrimination or other statutory risks.
Failing to provide a proper right of appeal.
Using the same reasoning for every SOSR case rather than explaining the specific facts and substantial reason.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Some Other Substantial Reason is one of the potentially fair reasons for dismissal under section 98 of the Employment Rights Act 1996. However, identifying an SOSR reason does not automatically make a dismissal fair. The employer must also show that the decision was reasonable in all the circumstances and should follow a fair procedure.

What is SOSR?

SOSR can apply where an employer has a substantial reason for dismissal that does not fall within conduct, capability, redundancy or statutory restriction. The reason must genuinely be substantial rather than simply being a label attached to a dismissal.

Examples of SOSR

Depending on the circumstances, SOSR may potentially apply to situations such as business reorganisation, refusal to accept substantial changes to terms and conditions, conflicts of interest, serious and irreconcilable relationship difficulties, significant pressure from a third party or a substantial breakdown in trust and confidence.

However, none of these situations automatically makes dismissal fair. The employer needs to establish the facts and demonstrate why the particular circumstances constitute a substantial reason and why dismissal is reasonable.

Fair procedure

Even where an employer has a potentially fair SOSR reason, a fair procedure remains important. The employee should normally understand what is being considered, have an opportunity to respond and have their representations properly considered before a final decision is reached. ACAS recommends that employers follow a fair and reasonable procedure when handling dismissal situations. https://www.acas.org.uk/dismissals

Alternatives to dismissal

Employers should consider whether there are reasonable alternatives to dismissal where appropriate. Depending on the circumstances, these could include redeployment, alternative duties, mediation, changes to working arrangements or further consultation.

The alternatives will depend on the particular SOSR situation. What is reasonable in a business reorganisation may be very different from what is appropriate following a breakdown in working relationships or a conflict of interest.

Reasonableness

The employer should consider whether dismissal falls within the range of reasonable responses available in the circumstances. This involves considering the substantial reason, the impact on the organisation, the employee's position, the representations made and any alternatives available.

Right of appeal

A fair dismissal process should normally provide the employee with an opportunity to appeal. ACAS guidance recommends that employers provide an appeal process following dismissal and that, where possible, the appeal should be handled by someone who was not involved in the original decision. https://www.acas.org.uk/dismissals

Discrimination

Employers should consider whether the circumstances surrounding the proposed dismissal could involve discrimination under the Equality Act 2010. A potentially fair SOSR reason does not provide protection against a discrimination claim.

Notice and final pay

Unless there is a lawful basis for termination without notice, the employee will normally be entitled to contractual or statutory notice, whichever is applicable. Final pay should include any sums properly due under the contract and applicable legislation.

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FAQs

What does SOSR mean in employment law?

SOSR stands for Some Other Substantial Reason. It is one of the potentially fair reasons for dismissal under the Employment Rights Act 1996 and can apply where an employer has a substantial reason for dismissal that does not fall within conduct, capability, redundancy or statutory restriction.

What are examples of SOSR dismissal?

Potential examples include certain business reorganisations, refusal to accept substantial changes to terms and conditions, conflicts of interest, serious and irreconcilable breakdowns in working relationships, significant pressure from third parties and substantial breakdowns in trust and confidence. Whether SOSR applies depends on the facts of the individual case.

Does calling a dismissal SOSR make it fair?

No. SOSR is a potentially fair reason rather than an automatic justification for dismissal. The employer must establish a genuine substantial reason and show that dismissal was reasonable in the circumstances, having followed a fair process.

Why use HRDocBox for a SOSR Dismissal Letter?

HRDocBox combines deep HR knowledge, practical application and years of experience with real employee relations and dismissal situations. This template goes beyond a generic dismissal letter by incorporating practical SOSR scenarios, the process followed, alternatives considered and the key information an employee needs when their employment is being terminated.

Why use HRDocBox rather than asking AI to create the letter?

AI can produce a generic SOSR dismissal letter, but SOSR cases are highly dependent on the facts and the process followed. HRDocBox combines UK employment-law knowledge, ACAS guidance and practical HR experience to help employers explain the specific substantial reason without assuming that a particular scenario automatically makes dismissal fair.

Can refusal to accept new terms be SOSR?

It can potentially constitute SOSR in appropriate circumstances, particularly where the proposed changes are genuinely substantial and necessary and the employer has properly consulted with the employee. However, refusal to accept a contractual change does not automatically justify dismissal and the employer should consider the circumstances, alternatives and reasonableness of dismissal.

Can a breakdown in working relationships be SOSR?

Potentially. A serious and irretrievable breakdown in a working relationship can provide an SOSR reason in appropriate circumstances. The employer should normally demonstrate that the relationship has genuinely broken down, consider attempts to resolve the situation and assess whether there are reasonable alternatives to dismissal.

Should alternatives to dismissal be considered?

Yes, where appropriate. The alternatives will depend on the circumstances and could include redeployment, mediation, alternative duties, changes to working arrangements or further consultation. Considering alternatives helps the employer assess whether dismissal is a reasonable response to the substantial reason.

Does an employee have a right to appeal an SOSR dismissal?

A fair dismissal process should normally provide an opportunity to appeal. The appeal allows the employee to challenge the decision or process and should, where possible, be heard by someone who was not involved in the original decision.

How this content is developed and reviewed

The Dismissal for Some Other Substantial Reason (SOSR) letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.

About the author

Darryl Horn, Chartered HR Director

Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.

He has extensive practical experience of managing dismissal processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.

HRDocBox has been creating practical UK HR documents since 2009.

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