Letting a team member go is never easy, but a clear and compassionate termination letter can help ease the process. It sets expectations, keeps communication professional, and shows respect during a difficult moment.
This guide covers how to write a termination letter that balances legal compliance with empathy. You’ll find key components, best practices for delivery, and templates to support a respectful offboarding experience.
What is a termination letter?
A termination letter is a formal written document from a company to a team member that officially notifies them of the end of their employment with the company. It serves as legal documentation confirming the decision and gives both sides the information they need for a smooth transition.
Companies may need to terminate team members for various reasons, including restructuring, the end of a temporary contract, or poor performance.
Why termination letters matter
Termination letters provide a clear record of the separation, showing the company followed proper offboarding protocol. They spell out key details like when the team member will receive their final paycheck, what happens with their benefits coverage, and any next steps they need to take. Written documentation reduces confusion during what’s already a stressful transition and helps avoid misunderstandings or disputes.
Aside from compliance concerns, thoughtful, well-written termination letters demonstrate your company handles difficult moments with care and respect. As Neil Finegan, leadership and management tutor at DLC Training, notes, “Layoffs and workforce reductions are never an easy task. Crafting a respectful termination letter is an essential part of the… dismissal process.”
A letter that’s both clear and compassionate reinforces your company’s values by showing that even in tough times, people come first. It’s a small step that can leave a lasting impression.
Termination letter templates
Termination letter templates provide a reliable structure for navigating a sensitive process. They include all legally required details and maintain a clear, professional, and respectful tone. Templates reduce the risk of errors and save time, allowing you to focus on delivering the message with empathy.
The termination letter templates below cover a range of scenarios and include the necessary elements for proper documentation. They can help reduce the risk of errors and save time crafting your own, allowing you to focus on delivering the message with empathy.
For cause (misconduct or policy violation) termination letter template
Use this template when terminating someone due to disciplinary infractions or behavior that violates company policies. It covers situations where you have documented evidence of the violations and have followed your progressive discipline policy.
[Your company’s letterhead]
[Date]
[Person’s name]
[Person’s job title]
[Person’s address]
Subject: Termination of employment
Dear [person’s name],
This letter serves as formal notice of the termination of your employment with [company name], effective [termination date].
Your employment is being terminated for cause, due to serious misconduct and/or violation of company policies. Specifically, [provide a clear and concise description of the misconduct or policy violation, including dates, incidents, and references to employee handbook policies if applicable].
Despite prior warnings and/or corrective actions [if applicable], your conduct hasn’t met the standards required of your role, nor the expectations outlined in our company policies. This behavior has compromised the trust necessary to continue your employment with us.
Please note the following details regarding your separation:
- Final pay: You’ll receive your final paycheck on [date], including payment for all wages earned through your last day of employment, after authorized deductions, in accordance with applicable local law
- Unused vacation days: [Information regarding unused vacation or paid time off (PTO) payout in compliance with local law if applicable]
- Severance: As part of this transition, you’ll receive [details of severance pay or package if applicable]
- Benefits: Your health and other benefits will remain in effect until [end date]. HR will send you a separate notice about the continuation of coverage under COBRA
- Company property: Please return all company property, including [list items such as laptop, ID badge, documents, equipment, etc.], by [date]
- Support: We recognize the impact of this decision and will provide support, including [outplacement services, job search assistance, career counseling, etc., if offered]
This decision is final and not subject to reversal. If you have any questions regarding this process, please contact [HR contact name, title, phone/email].
We regret that this course of action was necessary and wish you the best in your future endeavors.
Sincerely,
[Your name]
[Your job title]
[Your company name]
<< Download this free termination letter template. >>
Poor performance termination letter template
This template applies when a team member has not met the required performance standards despite previous feedback and support. Use it to acknowledge their contributions while providing a clear and considerate framework for moving on.
[Your company’s letterhead]
[Date]
[Person’s name]
[Person’s job title]
[Person’s address]
Subject: Termination of employment
Dear [person’s name],
This letter serves as formal notice that your employment with [company name] will be terminated, effective [termination date], due to ongoing performance issues.
Over the past [time period], we’ve discussed concerns regarding your performance in the areas of [list specific areas: e.g., meeting deadlines, quality of work, communication, etc.]. Despite [coaching, performance improvement plans, feedback, or other support provided], your performance hasn’t improved to meet the standards required for your position.
As a result, we’ve made the difficult decision to end your employment with us.
Please note the following details regarding your separation:
- Final pay: You’ll receive your final paycheck on [date], including payment for all wages earned through your last day of employment after authorized deductions, in accordance with applicable local law
- Unused vacation days: [Information regarding unused vacation or PTO payout in compliance with local law if applicable]
- Severance: As part of this transition, you’ll receive [details of severance pay or package if applicable]
- Benefits: Your health and other benefits will remain in effect until [end date]. HR will send you a separate notice about continuation of coverage under COBRA [for U.S. team members, or equivalent agencies in other jurisdictions]
- Company property: Please return all company property, including [list items such as laptop, ID badge, documents, equipment, etc.], by [date]
- Support: We recognize the impact of this decision and will provide support, including [outplacement services, job search assistance, career counseling, etc., if offered]
This decision is final and not subject to reversal. If you have any questions regarding this process, please contact [HR contact name, title, phone/email].
We appreciate the contributions you’ve made during your time at [company name], and we wish you the best in your future endeavors.
Sincerely,
[Your name]
[Your job title]
[Your company name]
<< Download this free termination letter template. >>
Termination of business contract letter template
This template is for ending contractor relationships, consulting agreements, or other business service contracts. It works for both vendors and independent contractors who provide services to your company.
[Your company’s letterhead]
[Date]
[Person’s name]
[Person’s title/position]
[Person’s company name]
[Person’s company address]
Subject: Termination of business contract
Dear [person’s name],
This letter formally notifies you that [your company name] is terminating the contract titled [contract name/number], dated [original contract date], between [your company name] and [person’s company name].
In accordance with the terms of the agreement, this termination will take effect on [termination effective date], which provides [number of days] days’ notice as required under Section [X] of the contract.
Please note the following details regarding your separation [choose one of the following depending on the situation]:
- For cause: The decision to terminate is based on [briefly state reason, e.g., failure to meet agreed-upon obligations, breach of contract terms, repeated non-performance, etc.]
- Without cause/end of term: We’ve elected not to renew the contract upon its expiration and are providing notice in line with the agreement
Please complete all outstanding obligations and settle any pending deliverables, payments, or materials by [date]. Pending deliverables include:
- [Provide a comprehensive list of all pending deliverables]
Upon termination, all rights and responsibilities of both parties under this agreement shall cease, except for those that expressly survive termination (e.g., confidentiality, indemnification, etc.).
We thank you for your services and partnership during the term of this agreement, and we wish you success in your future endeavors.
Sincerely,
[Your name]
[Your job title]
[Your company name]
<< Download this free termination letter template. >>
Termination due to layoffs, downsizing, or restructuring letter template
This template addresses employment endings due to economic factors, company restructuring, or position elimination rather than individual performance concerns. Use it when business circumstances require workforce reductions through no fault of the affected team members.
[Your company’s letterhead]
[Date]
[Person’s name]
[Person’s job title]
[Person’s address]
Subject: Notice of employment termination
Dear [person’s name],
We regret to inform you that your position with [company name] is being eliminated due to [layoffs/company downsizing/organizational restructuring]. This decision isn’t a reflection of your performance, but rather a necessary step in response to [business conditions/financial challenges/strategic restructuring needs].
Your employment with us will officially end on [termination date].
Please note the following details regarding your separation:
- Final pay: You’ll receive your final paycheck on [date], including payment for all wages earned through your last day of employment, less authorized deductions, in accordance with applicable local law
- Unused vacation days: [Information regarding unused vacation or PTO payout in compliance with local law if applicable]
- Severance (if applicable): As part of this transition, you’ll receive [details of severance pay or package if applicable]
- Benefits: Your health and other benefits will remain in effect until [end date]. HR will send you a separate notice about the continuation of coverage under COBRA
- Company property: Please return all company property, including [list items such as laptop, ID badge, documents, equipment, etc.], by [date]
- Support: We recognize the impact of this decision and will provide support, including [outplacement services, job search assistance, career counseling, etc., if offered]
We want to emphasize again that this action is in no way related to your individual performance. Your contributions—such as [list specific accomplishments]—made a meaningful difference at [company name], and we’ll always appreciate your work with us.
If you have any questions regarding this process, please contact [HR contact name, title, phone/email email/phone].
We thank you for your hard work and dedication, and we wish you every success in your future endeavors.
Sincerely,
[Your name]
[Your job title]
[Your company name]
<< Download this free termination letter template. >>
Without cause (At-will) termination letter template
Use this template when ending employment in at-will situations where you don’t need to specify misconduct or performance concerns. This format works when the relationship isn’t working out but doesn’t involve serious policy violations or documented performance problems.
This template applies in jurisdictions that recognize at-will employment. Adapt the language to your local legal framework if at-will does not apply.
[Your company’s letterhead]
[Date]
[Person’s name]
[Person’s job title]
[Person’s address]
Subject: Termination of employment
Dear [person’s name],
This letter is to formally notify you that your employment with [company name] will end effective [termination date].
As your position is governed by at-will employment, either you or [the company] may terminate the employment relationship at any time, with or without cause, and with or without prior notice. This decision is an exercise of [the company’s] at-will employment policy.
Please note the following details regarding your separation:
- Final pay: You’ll receive your final paycheck on [date], including payment for all wages earned through your last day of employment, less authorized deductions, in accordance with applicable local law
- Unused vacation days: [Information regarding unused vacation or PTO payout in compliance with local law if applicable]
- Severance: As part of this transition, you’ll receive [details of severance pay or package if applicable]
- Benefits: Your health and other benefits will remain in effect until [end date]. HR will send you a separate notice about the continuation of coverage under COBRA
- Company property: Please return all company property, including [list items such as laptop, ID badge, documents, equipment, etc.], by [date]
- Support: We recognize the impact of this decision and will provide support, including [outplacement services, job search assistance, career counseling, etc., if offered].
We want to take this opportunity to thank you for your contributions during your time at [company name]. If you have any questions regarding this process, please contact [HR contact name, title, phone/email email/phone].
We wish you the best in your future endeavors.
Sincerely,
[Your name]
[Your job title]
[Your company name]
<< Download this free termination letter template. >>
Termination letter example
Here’s a complete example of a termination letter due to layoffs, downsizing, or restructuring that demonstrates how all the essential elements of these templates work together in practice:
BrightPath Solutions, Inc.
123 Market Street
San Francisco, CA 94105
September 26, 2025
Jordan Smith
Marketing Coordinator
456 Pine Avenue
San Francisco, CA 94110
Subject: Notice of employment termination
Dear Jordan,
It’s with deep regret that I must inform you that your position with BrightPath Solutions, Inc. is being eliminated due to organizational restructuring. This decision isn’t a reflection of your performance but rather a necessary step as we streamline operations in response to ongoing financial challenges.
Your employment with us will officially end on October 31, 2025.
Please note the following details regarding your separation:
- Final pay: You’ll receive your final paycheck on October 31, 2025, including payment for all wages earned through your last day of employment, less authorized deductions, in accordance with applicable local law
- Unused vacation days: We’ll compensate you for any unused, accrued vacation days and PTO and include them in your final paycheck, in accordance with company policy and local laws
- Severance: As part of this transition, you’ll receive a severance package equal to six weeks of your regular pay, payable in accordance with our payroll schedule
- Benefits: Your health and dental insurance will remain in effect until November 30, 2025. HR will send you a separate notice about the continuation of coverage under COBRA
- Company property: Please return all company property, including your laptop, ID badge, and office key, by your last day of employment
- Support: We recognize the impact of this decision and will provide support, including résumé assistance and career coaching through CareerWorks, beginning immediately
We want to emphasize again that this action is in no way related to your individual performance. Your contributions—such as leading the successful launch of the BrightPath client portal, mentoring junior team members, and streamlining our reporting processes—made a meaningful difference at BrightPath Solutions, Inc., and we’ll always appreciate your work with us.
If you have any questions regarding this process, please contact Linda Perez, HR Director, at (415) 555-2948 or [email protected].
We thank you for your hard work and dedication, and we wish you every success in your future endeavors.
Sincerely,
Michael Thompson
Vice President, Marketing
BrightPath Solutions, Inc.
How to write an effective termination letter
Here’s a simple step-by-step process you can follow to write an effective termination letter:
1. Gather details and records
While the letter itself can vary depending on your reason(s) for termination, there are some key records that can help you ensure everything is accurate. Gather these documents so you can refer to them while drafting:
- Employment history: Start date, role changes, and current position details
- Performance records: Performance reviews, improvement plans, and coaching notes
- Incident reports: Documented examples of policy violations or misconduct
- Warning documentation: Records of verbal or written warnings, with dates and details
- Training records: Proof of support and development opportunities provided
2. Construct your letter’s tone carefully
Your goal is to communicate sensitive news in a way that’s professional, respectful, and fair. A thoughtful tone helps preserve goodwill and can protect your company’s reputation.
Here are a few examples of effective tone in termination letters:
- Professional: “We’ve decided to end your employment due to continued performance concerns despite our support efforts.”
- Respectful: “While we appreciate your contributions, we’ve determined this position isn’t the right fit.”
- Supportive: “Your last day with the company will be [date], and we’ll provide information on your final paycheck and benefits to ensure a smooth transition.”
Avoid harsh language (“You’ve repeatedly failed to meet expectations”) or overly emotional phrases (“We’re extremely disappointed in your repeated failures and lack of commitment to the team”) that could complicate the legal standing of your decision. Choose words that preserve your team member’s sense of professionalism and that can make it easier for them to move forward.
3. State reasons for termination and other key information
Explain your decision in straightforward terms while guiding the person through what comes next. Matthew Korn, partner at Fisher Phillips LLC and co-chair of the firm’s reductions in force team, advises: “You want to make sure that whatever you put in the letter is truthful and honest… and all reasons for the termination are included.” Keeping the focus on facts rather than opinions helps maintain professionalism and reduces the chance of misunderstandings. Include details like:
- Specific reason: A detailed and thoughtful explanation without emotional language
- Effective date: The official end date of employment
- Notice period: The last day the person will work (if different from the termination date)
- Reference to documentation: Any prior warnings, performance plans, or policy violations, if relevant
- Immediate arrangements: Next steps, like returning equipment, ending access, attending an exit interview, or completing transition tasks
4. Provide information about severance pay, benefits, and the final paycheck
Financial clarity goes a long way during a termination. Be upfront about pay, benefits, and next steps to help reduce uncertainty, lower stress, and show your company is committed to fair treatment.
Provide specific financial details, such as:
- Final paycheck: Date, amount, and payment method details
- Unused time off: Vacation, personal days, and sick leave policy applications
- Severance details: Amount, payment schedule, and any applicable conditions
- Benefit continuation: Health insurance, dental, vision, and COBRA options
- Retirement accounts: Retirement account options (401 (k) in the US or local equivalent) and contact information for questions
5. Remind them of contractual conditions still in effect post-termination
Address any ongoing obligations that continue even after the person’s job ends, such as:
- Confidentiality agreements: Protection of company information and trade secrets
- Non-compete agreements: Geographic and time limitations on competing employment
- Non-solicitation provisions: Restrictions on recruiting colleagues or customers
- Intellectual property rights: Ownership of work created on the job
- Return of materials: Company property, documents, and confidential information
Share these reminders in a professional, non-threatening way and make it clear they’re in place to protect both the company and the person. Provide contact information so the departing team member knows who to reach out to with questions or for clarification on any terms.
6. Pair your letter with a face-to-face meeting
Share termination news face-to-face before handing over the written letter. An in-person conversation shows respect for the team member and gives them the chance to ask questions right away. The letter can then serve as the official record of what you discussed.
To make the conversation as respectful and effective as possible, make sure to:
- Choose a private location: Find a quiet, discreet space to protect your team member’s privacy
- Include HR support: Have an HR representative present to provide support and documentation
- Communicate directly: Share the news clearly and give time for questions
- Offer resources: Point the person toward benefits, career support, or other helpful tools
- Keep a record: Note key points from the conversation along with the team member’s responses
7. Consult your legal team
A legal check helps confirm the letter complies with employment laws and company policies. They can check for:
- Accuracy of stated reasons: Making sure the termination reasons line up with documented evidence
- Contract compliance: Verifying the letter follows employment agreements and company policies
- Labor law compliance: Checking that it meets local, regional, and federal requirements
- Discrimination concerns: Ensuring there’s no biased or discriminatory language
- Severance obligations: Confirming benefit and payment details are correct
Humanize offboarding with helpful termination letter templates
Because termination letters are often the final piece of formal communication between your company and former team members, they carry a lot of weight. A carefully crafted letter demonstrates your commitment to fairness and professionalism.
Compassion paired with consistency allows every termination letter to reflect your company’s values and leave a lasting impression of respect.
<< Download these free termination letter templates to get started. >>
Termination letter template FAQs
Are termination letters required?
Termination letters aren’t legally required in most places, but they are recommended. Even when the law doesn’t demand one, a written letter provides clear documentation of why and when the termination happened. This can help prevent confusion, reduce the risk of disputes, and give both the company and former team member a reliable record to revisit if questions come up. Beyond the legal considerations, termination letters show professionalism and respect, making a tough situation a little clearer and more dignified for everyone involved.
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What should not be in a termination letter?
Termination letters deal with a difficult subject, but they don’t have to feel cold or heavy-handed. The goal is to keep them professional, respectful, and focused so they provide clarity without adding unnecessary tension. Some common mistakes to avoid include:
- Overly emotional language: Keep the tone calm and professional instead of personal, frustrated, or judgmental
- Unnecessary details: Stick to the essential reasons behind your decision, rather than sharing the entire backstory
- Ambiguous wording: Be clear and direct so there’s no confusion about the decision or next steps
- Promises you can’t keep: Avoid offering things like future references or rehire guarantees unless you’re certain they’ll hold true
- Negative commentary: Steer clear of criticisms of the person’s character or personality—focus only on the facts
How do you politely terminate someone?
Approaching the process of letting someone go with empathy and professionalism can provide closure and maintain goodwill. Here are a few best practices:
- Choose a private setting and allow enough time: Keep the conversation respectful and unrushed
- Communicate the decision clearly and kindly: Use direct language that avoids harshness
- Recognize the person’s contributions: Thank them for their work and the value they’ve added