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Re: Termination of Employment
This letter confirms that your employment with [Company Name] as [Job Title] will end effective [Termination Date]. [Optional: This decision is due to (reason, e.g. elimination of your position / the attendance issues documented on (dates)).]
Please note the following information about your final pay, benefits and company property:
Last Day of Work
Final Paycheck
Unused PTO
Health Insurance
Retirement Plan
Return Company Property
Severance
Please make sure we have your current mailing address so you receive your final pay statement and your Form W-2. If you have any questions, please contact [HR Contact Name] at [Phone / Email].
We thank you for your contributions and wish you the best in the future.
※ Not legal advice. Final-pay timing, PTO payout and required separation notices (for example unemployment insurance notices) vary by state. Keep the reason factual and consistent with your records.
How to fill out a Termination Letter
Free Termination Letter template
A termination letter confirms in writing that an employee’s job is ending. It states the effective date and gives practical information about the final paycheck, benefits, COBRA and returning company property, so both sides have a clear record.
How to fill it out
Enter your company details and the employee’s name and address.
Write the termination date and, if you choose, a short factual reason.
Fill in the final pay, PTO, health insurance, retirement plan, property and severance details.
Add the HR contact who can answer questions.
Sign the letter, give it to the employee and keep a copy in the personnel file.
Tips
Keep the reason short and factual and consistent with earlier warnings or records.
Final paycheck deadlines differ by state — some require payment on the last day.
Some states require a separation notice or unemployment insurance information.
Talk to HR or an employment attorney before terminating in sensitive situations.
Termination Letter example
Acme Supply Co. 123 Main St Springfield, IL 62701 (555) 123-4567 · acmesupply.example.com
John Davis 48 Elm St Springfield, IL 62704
This letter confirms that your employment with Acme Supply Co. as Warehouse Associate will end effective October 30, 2026. This decision is due to the elimination of the second-shift warehouse positions.
Please note the following information about your final pay, benefits and company property:
Please make sure we have your current mailing address so you receive your final pay statement and your Form W-2. If you have any questions, please contact Maria Lopez in HR at (555) 123-4567 or [email protected].
We thank you for your contributions and wish you the best in the future.
Last Day of Work
Friday, October 30, 2026
Final Paycheck
Paid by direct deposit on October 30, 2026
Unused PTO
36 hours, included in the final paycheck
Health Insurance
Coverage ends October 31, 2026; COBRA information will be mailed separately
Retirement Plan
401(k) remains yours — contact Springfield Retirement Services, (555) 222-0100
Return Company Property
ID badge, locker key and handheld scanner — return to HR by October 30
Severance
Two weeks’ pay — see separate severance agreement
All names, companies and contact details are fictional. Click “Fill sample” above to put this example into the empty fields; click again to remove the parts you did not change.
FAQ
Do I have to give a reason in a termination letter?
In most at-will states you are not required to, but if you give one it should be truthful and match your documentation.
When is the final paycheck due?
It depends on the state. Some require it immediately or on the last day, others by the next regular payday.
Should the employee sign it?
It is optional. Many employers ask the employee to acknowledge receipt, but the letter is valid without it.
