Employment Termination Letter

It's never easy to let an employee go, but it's something that happens in business. When terminating an employee, it is common to give them an employment termination letter.

If the letter is being sent as a hard copy, then it should be in the proper business format, otherwise, if the letter is being emailed, it should have an appropriate subject line and proper grammar.

How to Write
  1. State that the employee is terminated and the effective date of the termination.
  2. State the reason for the termination. If it's for poor performance or misconduct, be sure to give specific examples and reference any warnings that may have been given.
  3. Ask them to return any company property.
  4. Let them know about any severance package that they might receive and final paycheck.
  5. Thank them for their service.


Sample Letter

Employment Termination
Dear [Mr/Ms./Mrs. Last Name]:

This letter confirms the decision that your employment with [Company Name] will end effective [Termination Date]. These decisions are never easy, but with the business slowing down, we need to cut back on our spending.

If you have not yet returned them, we will need your employee identification card, office keys, and company equipment such as laptops and cell phones. To receive an updated W-2 and associated tax forms, please provide us with your updated contact information.

HR will provide you with severance and continuing benefits information, along with your final paycheck and release letter for you to sign and return.

Thank you for all of your help and work while working with us. Please let us know if there is anything else you need during this transition.



[Your Name]
[Your Title]

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