Job Termination - Letter Sample

Looking for the job termination letter sample? Use this job termination letter sample to let employees know that they have been fired in the most professional, clear and tactful way. Sending a job termination letter stating the reasons and circumstances of letting go an employee will help reduce risk form lawsuits and provide all the necessary information for the smooth ending of the working relationship.


What is a job termination letter?

A job termination letter is a letter or a form used by companies who want to fire an employee.

A job termination letter should contain key information about the job termination reasons, process and procedures.

A job termination letter should be delivered to an employee who is being let go after a formal job termination meeting.

A job termination letter synonyms

A job termination letter is also known as:

  • Job termination form
  • Employee termination letter
  • Employee termination form
  • Employment termination form
  • Employment termination form
  • Separation notice
  • Pink slip
  • Letter to fire an employee

The importance of a job termination letter

Sending a job termination letter is often not easy, but it is a common part of the formal procedure when letting go an employee. Sending a clear determination letter is the important final step in making and communicating a well-reasoned, defensible termination decision.

In some states, sending a formal job termination letter is legally required. Even if it isn’t required in your country or state, having a document stating reasons and circumstances of letting go an employee can help reduce risks form lawsuits and complaints and help you protect your company’s reputation.

What should a job termination include?

The purpose of the job termination letter is to confirm the details of employment ending, such as termination date, reasons and terms.

An effective job termination letter will inform an employee who is being let go on the following necessary steps and his/her obligations with the company.

It will also provide important information for an employee, such as information about the final paycheck, healthcare and other benefits etc.

Job termination letter sample

Here is a standard job termination letter sample. Feel free to customize it to fit your own needs!


[Sender’s name]

[Sender’s address]

[Employee’s name]

[Employee’s address]

[Employee’s name],

This letter is to inform you that your employment with [company name] will end as of [job termination date].

We decided to terminate your employment with us because of the following reasons:

  • [State the reasons for employment termination (for example poor performance, violating the company’s policies, inappropriate behavior, absenteeism, etc.)].
  • [State the date od meetings where an employee has been warned of these problems or misconducts.]

You are entitled to your salary up until [termination date]. You will receive your final check on [date]. We will also compensate you for your remaining vacation days.  We will also provide severance pay that will amount to [amount]. Your health care benefits will remain active for [X] days after your termination takes effect. 

Please return [company property that must be returned, such as company's phone, car, laptop, etc.] to the Human Resources office on your last day on the job [job termination date]. 

Also, please keep in mind that you have signed [non-compete / non-solicitation / non-disclosure agreement] so you are bound by obligations of confidentiality and obligations relating to any intellectual property to which you may have contributed while employed by the [company name].

If you have any questions or need any additional clarifications, I’m at your disposal.

Thank you for your time at our company and best of luck to you in the future.




[Company name]


How to use this job termination letter sample?

Make sure you’ve held a termination meeting with the employee before sending the job termination letter. A job termination letter should serve as a written confirmation of everything said in a termination meeting with an employee.

A job termination letter should be printed out on the company letterhead and authored by a person who has firing authority in the company.

Use the above job termination letter sample as your guide, but make sure you insert all the needed information and customize it to fit your own needs.

Need more HR and recruiting letter templates and samples?

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