Employee termination letters
A letter confirming that employment will end, with the reason, notice, final pay, property and what continues.
End someone's employment in writing.
- Business / Legal document
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Key features
The decision and the reason
The role and last day, what was discussed and when, and the reason and steps taken, stated plainly and factually.
Notice and final pay
Whether notice is worked or paid instead, and a breakdown of final payment: pay to the last day, accrued time off, anything else due and any deduction.
Benefits, property and handover
When each benefit ends and who to ask about continuing, what to return and by when, and handing over work in progress.
Obligations that continue and references
Confidentiality and other signed obligations continuing, with the documents listed, and how references are handled.
Disagreeing and anything offered
A way to say the decision is wrong in writing by a date, any additional payment or help and the document to sign if it is conditional.
About this document
A letter ending employment confirms in writing that an employee's employment will end on a date. It records the reason and steps taken, notice or pay in place of it, the breakdown of final pay, what happens to benefits, returning property, obligations that continue, handover, references, a way to disagree and any further offer.
This blank form is a letter to complete by hand, signed by the employer with a line for the employee. It does not decide whether a dismissal is lawful. Rules on reasons, notice, final pay, accrued time off, benefits continuation, protected workers and required notices differ by state and by situation, so take legal advice before sending one, particularly if there is any risk of a claim.
Is this document right for you?
Useful when
- You have decided to end someone's employment and want to confirm it in writing
- You want the final pay and returns set out clearly
- You want the employee to have a route to respond
Commonly used by
- Employers and HR teams
- Small business owners
- Managers following a procedure
Not sure? about your situation first.
Alternatives
These are separate documents, for different jobs.
- Disciplinary noticesRecord a disciplinary issue with an employee.View document
- Employment agreementsSet out pay, role and terms for an employee.View document
- Termination supportHelp ending an employment relationship properly.View document
- Workplace dispute supportHelp resolving a dispute at work.View document
When to use this
- A role is made redundant and the letter sets final pay out
- An employee leaves after a performance process
- A letter includes an offer of outplacement help
What happens next
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More in Employment & HR
- Employment agreementsSet out pay, role and terms for an employee.View document
- Offer lettersMake a job offer in writing, with its key terms.View document
- Employee handbooksThe policies and expectations for your staff, in one place.View document
- Workplace policiesSet out how your workplace runs on a specific issue.View document
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Questions
About the employee termination letters
No. Whether an employer may end employment, and with what reasons, notice and payments, depends on the state, the contract and the circumstances. This letter only records the decision.
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