Employee termination letter template
Reviewed Sep 27, 2026 State rules cited to official sources How we verify
Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use
A termination letter confirms in writing what was said in the termination meeting: that employment is ending, the last day, when final pay arrives, what happens to benefits and what to return. Free, no sign-up.
Fill in the termination letter
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Your termination letter is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file. The next document in this process is the employee offboarding checklist.
About this template
The U.S. Department of Labor's last paycheck page says employers are not required by federal law to give former employees their final paycheck immediately, and that some states may require immediate payment.
A plain, neutral termination letter: the decision, the last day, final pay, benefits, company property and a contact. Pick your state to see the final-pay rule that applies, with its official source.
A termination letter confirms in writing what was said in the termination meeting: that employment is ending, the last day, when final pay arrives, what happens to benefits and what to return. It is not the place to argue the reasons again.
Pick your state first. Where we have a verified rule for your state, it appears next to the letter with the law and the official source. Where we do not, the page tells you where to check instead of guessing. Nothing you type leaves your browser.
The full termination letter text
This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Keep state-rule notes in the download" under Options to add them to the preview and the download.
Notice of Termination of Employment
Dear [Employee name],
This letter confirms our conversation today. Your employment with [Company name] will end on [Last day of employment].
[Reason stated in the letter]
[Additional detail]
Final pay
Your final paycheck, covering wages earned through your last day, will be paid on [Date the final paycheck will be paid].
[Note for you: Choose your state above to see its rule on final pay after a termination, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on paying out unused vacation or PTO, or check it with your state labor office before you send this.]
Benefits
Information about any benefits that continue after your last day, and about any options to continue health coverage, will be sent to you separately. For questions, contact [Who to contact about benefits].
Company property
Please return the following company property: [Company property to return]
Please return it by [Return property by].
Severance
[Severance terms (only if you offer severance)]
[Note for you: Choose your state above to see its rule on notices to give a departing employee about unemployment benefits, or check it with your state labor office before you send this.]
Please confirm the mailing address where you would like to receive your final pay documents and year-end tax forms.
If you have questions about this letter, please contact [Who to contact about benefits].
Sincerely,
______________________ Date: __________
[Your name (signs the letter)], [Your job title]
Received by employee (confirms receipt only): ______________________ Date: __________
How to use this template
- Hold the termination meeting first. The letter confirms what was said; it should not be how the employee finds out.
- Pick your state and check the final-pay rule before you fill in the final pay date.
- Keep the reason short and consistent with the earlier warnings or the business reason. You can choose not to state one.
- If you offer severance in exchange for a release of claims, put that in a separate agreement and consider having it reviewed by an employment lawyer.
- Give the letter in person at the end of the meeting, or send it the same day, and keep a copy.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Performance (after a PIP): This decision follows the performance improvement plan that ran from May 1 to July 30, and the written warnings of March 18 and April 22.
- Position eliminated: Your position is being eliminated as part of a reduction in the number of store managers from three to two. This decision is not a reflection of your performance.
Rules for this document in your state
Final pay after a terminationChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Paying out unused vacation or PTOChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Notices to give a departing employee about unemployment benefitsChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Every state's rule, side by side, is in the state rulebooks.
Questions people ask
Is a termination letter required?
Federal law does not set a general requirement for one. Some states require employers to give a written notice or a 'service letter' on request, or a separation notice about unemployment benefits. Pick your state on this page to see what we have verified, with the official source.
When is the final paycheck due?
It depends on the state. The U.S. Department of Labor's last paycheck page says employers are not required by federal law to give former employees their final paycheck immediately, and that some states may require immediate payment.
Should the letter give a reason?
You can state a short, factual reason that matches your earlier documentation, or state none. Whatever you write should match what you said in the meeting and what is in the file.
Sources (5)
General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error