Termination letter template
An employment termination letter with the last day, the reason type you choose, final pay, benefits continuation and company property, plus a note that state rules differ.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Fill in what you need. The preview updates as you type.
What you type is not saved on our server.
State rules vary
State rules on final pay and notice vary. Check your state labor department. Some states require the final paycheck on the last day, others within a set number of days, and a few require written notice of the reason.
1 / 1
Termination of Employment
Taylor Kim
Human Resources Manager, Acme Inc.
500 Congress Ave, Suite 300
Austin, TX 78701
(555) 010-0001, hr@acme.example.com
October 12, 2026
Jordan Lee
Marketing Associate
Dear Jordan Lee:
This letter confirms that your employment with Acme Inc. as Marketing Associate will end, effective October 16, 2026.
Your position has been eliminated as part of a reduction in our workforce. This decision is based on business needs and is not a reflection of your work or conduct.
Your final paycheck will be issued on October 16, 2026, and it will include wages through your last day and 32 hours of unused paid time off. Normal deductions apply.
Your health coverage will end under the terms of the plan. If you are enrolled, you will receive a separate notice about continuing coverage under COBRA, along with information about your 401(k) and any other benefits.
Please return the following company property by October 16, 2026: laptop and charger; building badge; corporate credit card; any documents or files belonging to the company.
If you have questions about this letter, your final pay or your benefits, please contact Taylor Kim at (555) 010-0001, hr@acme.example.com. Thank you for your contributions to Acme Inc.
| Please note | State rules on final pay and notice vary. Check your state labor department. |
|---|
Sincerely,
ย
ย
Taylor Kim
Human Resources Manager, Acme Inc.
How to use it
You are writing as the employer: your name, title and company go at the top, the employee's name and position below. Set the letter date and the last day, then pick a reason type; each option is one neutral paragraph, and for performance or a policy violation you can add the date of the prior warning. Type the final paycheck date and what it includes, and list the property to return one item per line. The letter adds a benefits paragraph saying a COBRA notice will follow, a contact sentence with your phone or email, and a boxed note that state rules vary.
Print on letterhead or save the PDF, sign it, and hand it to the employee in the termination meeting with a copy for the file. Send a copy to the home address on file if the employee is remote.
Things to watch
Keep the reason paragraph to the sentence provided and do not add detail or opinion; the letter may be read by a lawyer or an unemployment office. Have HR or counsel review the letter before the meeting, especially for a performance or policy termination, and check your state's final paycheck deadline and any written notice requirement. If a group layoff is involved, WARN Act notice rules may apply. The written warning and performance improvement plan templates on this site cover the steps that normally come before this letter.
Calculators that go with this
Frequently asked questions
Do I have to give a reason?
In most states, no, which is what the at-will option is for. A few states require a written statement of the reason when the employee asks, and many employers give one anyway so the record is consistent. Whatever you write must match what was said in the meeting and in the file.
When is the final paycheck due?
It depends on the state and sometimes on whether the employee quit or was let go: some states require it on the last day, others within a set number of days or by the next regular payday. The letter has a date field; check your state labor department before you fill it in.
What about COBRA and other benefits?
Employers with 20 or more employees must offer continued health coverage under COBRA, and the plan administrator sends a separate election notice within a set period. The letter only says that notice will follow. Smaller employers may be covered by a state continuation law instead.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.