No one likes writing a termination letter, but if you’re a manager, HR professional, or business owner, chances are you’ll have to at some point. Ending someone’s employment is a sensitive task, whether it’s a layoff, poor performance, a policy violation, or simply the end of a contract. And the last thing you want is for it to be unclear, unprofessional, or — worse — legally risky.
A well-handled termination letter template sets expectations, records the decision, protects everyone involved, and keeps the process smooth and consistent. We’ve created 8 templates you can quickly edit using our online, secure document editor, plus a step-by-step guide packed with tips and examples to walk you through the process.
- What is a termination letter?
- Termination letter samples and templates
- How to write a termination letter
What is a termination letter?
A termination letter is a formal document an employer gives to an employee to notify them that they’re being let go. It’s important because it:
- Helps the employee understand what’s happening, when it takes effect, and what comes next — so there’s less confusion and fewer misunderstandings.
- Keeps the offboarding process professional and respectful, which protects your company’s reputation and avoids unnecessary tension.
- Creates a written record of the termination, which can help defend against potential legal disputes or claims.
- Becomes part of the employee’s personnel file, which is useful for audits, unemployment claims, or future reference.
- May be required by law in certain jurisdictions or for specific situations, like layoffs.
2 termination letter samples (+ 8 free templates)
Here are two termination letter examples you can copy and use right away — or scroll down to browse the full template library.
Standard employee termination letter
[Company name, address, phone number, email address]
[Current date]
[Employee’s full name, job title, and department]
Termination of employment
Dear [employee first name],
This letter serves as formal notification that your employment with [company name] will end effective [Last working day — e.g., July 5, 2025].
This decision has been made following careful consideration and is in accordance with company policy. [Optionally, include a brief, factual reason if appropriate — e.g., “Your position is being eliminated due to organizational restructuring.”]
Your final paycheck will include all compensation owed to you through your last day of work, including any accrued but unused vacation time, in accordance with [Company name] policies. You will receive this payment on [date], via [payment method].
Please return all company property, including [list items — e.g., laptop, access cards], by [return date]. For instructions on how to return these items, or to arrange pickup, please contact [name, department, email/phone].
If you have any questions regarding your compensation, benefits, or final paperwork, please reach out to [HR / payroll / direct management contact name] at [email] or [phone number].
We appreciate the time you spent with us and wish you the best in your future endeavors.
Sincerely,
[Your full name and job title]
[Company name]
Acknowledgment of receipt (optional)
I acknowledge receipt of this letter regarding the termination of my employment with [company name].
Employee name:
Employee signature:
Date:
Misconduct termination letter
[Company name, address, phone number, email address]
[Current date]
[Employee’s full name, job title, and department]
Termination of employment
Dear [employee’s first name],
This letter serves as formal notice that your employment with [company name] is terminated effective immediately as of [date], due to a serious violation of company policy.
Following a thorough review, it was determined that you [brief, factual description of misconduct — e.g., “accessed and shared confidential client data without authorization” or “engaged in conduct that violates our Code of Ethics, specifically Section 3.2 on workplace behavior”]. This behavior is considered misconduct and is a breach of the policies outlined in the employee handbook, which you acknowledged upon hire.
As a result, your employment is being terminated with cause, and no notice or severance will be provided. Your final paycheck will include compensation for all hours worked through [last day], along with any accrued but unused vacation time, as required by law.
Please return all company property, including [list items: laptop, badge, phone, etc.], no later than [date]. For instructions on how to return these items, or to arrange pickup, you may reach out to [name, department, email/phone].
If you have any questions regarding your final compensation, benefits, or paperwork, please contact [HR contact name] at [email address] or [phone number].
Sincerely,
[Your full name and job title]
[Company name]
Acknowledgment of receipt (optional)
I acknowledge receipt of this letter regarding the termination of my employment with [company name].
Employee name:
Employee signature:
Date:
Download our free termination letter templates
You can use these 8 customizable templates as a starting point:
- Standard employee termination letter template
- Contract termination letter template
- Immediate termination letter to employee
- At-will termination letter template
- Letter of termination for layoffs
- Termination letter template for poor performance
- Misconduct termination letter template
- Lease termination letter template
Here’s how to use these templates:
- Browse the folder and open a template.
- Select Create a copy in the top-right corner.
- Log in or sign up for a Proton Account. The document will be instantly added to your Proton Drive, so you can edit it right away.
How to write a termination letter: A step-by-step guide
Please note that this is not legal advice, so you should check your local labor laws and coordinate all employment-related matters with your HR team to make sure everything is handled properly. Here’s what you should keep in mind when creating a notice of termination for employees:
1. Start with a clear header
The header sets the tone and ensures there’s no confusion about who’s sending the letter, when it was written, and who it’s about. Make sure to include:
- Company information, including the company’s legal name (not just the brand name) and full address. For example, “Acme Corporation Ltd.” instead of “Acme.”
- Current date to anchor the timeline of termination, which is important for notice periods, benefits cutoff, and legal compliance. Write dates in long format (e.g., “June 25, 2025”) instead of shorthand (e.g., “6/25/25”).
- Employee information, including full legal name, job title, and department.
2. Be direct about what’s happening
You should clearly and respectfully inform the employee that their employment is ending, along with the effective date of termination and a brief mention of any prior notice already given. It’s important to be clear from the start, without vague wording, unnecessary apologies that could muddy the message, or delays in delivering the news.
For example:
- “This letter is to inform you that your employment with [company name] will be terminated effective [date].”
- If you have given prior notice, use “As discussed during our meeting on [date], your employment with [company name] will end on [final date].”
- For immediate termination, go with “This letter serves as formal notice that your employment with [company name] is terminated effective immediately, as of [date].”
3. Briefly explain why the role is ending
Beyond documenting facts for legal or HR purposes, explaining the reason for termination helps clarify the company’s decision and shows fairness — especially in cases related to performance or conduct. You can use a short, factual sentence, depending on the scenario:
- Layoff or restructuring — e.g., “Your position is being eliminated due to organizational restructuring.”
- Performance issues — e.g., “This decision is based on continued performance issues that have not improved despite prior feedback and support.”
- Policy violation or misconduct — e.g., “Your termination is due to a serious violation of company policy regarding [brief description, e.g., data security].”
- Contract end (fixed-term) — e.g., “Your contract is ending as scheduled on [date], and it will not be renewed.”
Labor laws vary by location, so make sure you check with legal or HR for additional guidance.
4. Outline final compensation and benefits
Inform the employee of what they’re entitled to receive after termination while aligning with company policy and local labor laws. You should include:
- Final paycheck, covering the last working day, pay for unused vacation or PTO (if applicable), and overtime or bonuses (if owed).
- Severance package (if applicable), including amount, schedule of payment, and any conditions (e.g. signed release or non-disclosure agreement).
- Benefits continuation, such as health insurance details (e.g., COBRA in the US) and retirement plans or stock options.
- When and how the payments will be made (e.g., “via direct deposit on July 1, 2025”).
5. Request return of company property
If the employee has company-owned items — physical gear or digital assets — be sure to ask for them back. Make sure to include:
- List of items to be returned, such as laptop or desktop computer, mobile phone, any peripheral devices, ID badge or keycard, uniforms or equipment, access cards or security tokens, and confidential documents or storage drives.
- Return deadline, which is usually the last working day.
- Return method, including in-person drop-off, mail or courier pickup, who to contact or where to send items.
6. Share a contact for any questions
Let the employee know who to reach out to with questions about their termination, final pay, benefits, or anything unresolved. Here’s what to include:
- Name and title of contact person — usually someone in HR, payroll, or direct management.
- Contact details, including email address and phone number.
- Type of questions they can help with, such as pay, benefits, or return logistics.
7. End on a professional note
Even for a difficult termination, a respectful closing ends the letter on a courteous note that maintains the company’s reputation and encourages a smoother offboarding. You can acknowledge their contributions (if appropriate) or wish them well in their future career.
For example:
- “We appreciate your contributions to the company and wish you the best in your future endeavors.”
- A more empathetic version looks like “Thank you for your work during your time with us. We hope your next opportunity brings you continued success.”
- For serious terminations, it’s best to keep it minimal with something like “We consider this matter closed and wish you the best moving forward.”
8. Wrap up with your signature and space for theirs
The last section of the termination letter should include your signature and allow the employee to sign, acknowledging that they received and understood the notice. This helps prevent any confusion later on, since it confirms the employee received the letter — but only include it if it’s part of your company policy or HR recommends it. If the employee won’t sign, make a note on the document, such as “Employee declined to sign, a copy was provided.”
Whether you’re handling one departure or dozens, having the right words and the right template can save time, reduce stress, and help you focus on what comes next. You can easily adjust these 8 termination letter templates(nouvelle fenêtre) in our online document editor, collaborate on them with HR or legal, and securely share them with your team using cloud storage for businesses.
Keep in mind that every company and country handles terminations a little differently. These templates are designed to help you get started, but they’re not legal documents. Be sure to check your local labor laws or consult an employment attorney before finalizing any letter.
