How to Write a Termination Letter: 10 Free Templates

Have you been tasked with writing a termination letter for one of your subordinates, but you don’t know where to start? 🤔

Well, you don’t have to look any further! I have everything here you could possibly need 😁

I will be defining a termination letter, giving you examples and templates to make your life so much easier. There are certain tips you must know when composing a termination letter, and I have provided those too! 😎

Now, let’s start by understanding what a termination letter is, shall we? ⤵️

What Is a Termination Letter

A letter of termination is also known as an indication of removal, a notice of termination, or a statement of dismissal. A termination letter issued on the pink sheet of a triplicate document may be the subject of the phrase “pink slip,” notwithstanding its decreased usage in modern times. 

A comprehensive and extensive termination letter might help avoid a scenario wherein an ex-staff member may argue that they were fired with no reason or information, even if it is not legally required to write or send one.

While a letter of dismissal is not protection in an unlawful firing claim, it can be utilized as proof that the worker was fired for a good explanation if it provides the grounds for the person’s removal.

Now that you’ve understood what a termination letter is, we will be looking at all the things that a termination letter must contain ⤵️

What is to be included in a termination letter

Knowing what to write in a termination letter is not easy. Luckily for you, I have a lot of experience with this and know just what to include! 😍

To save you time and energy, I have put together a list of must-include elements that will assist you right here ⤵️

Include the employee’s information

It’s crucial to include precise and detailed credentials regarding the worker being fired when adding worker data in a letter of termination. Take into account this data if your company issues individual employee identification numbers. 

Include the statement of termination

Make explicit in the letter’s objective that it is meant to notify the staff member of their dismissal. You might use a clear sentence like, “We regret having to tell you that your position with [Company Name] is discontinued.” as an example.

Include the reason for termination

Give a succinct justification for the dismissal. Avoid using insulting or slanderous language, and keep your voice polite. Give particular situations or cases that highlight the problems or difficulties that led to the dismissal if that is feasible and acceptable. This can clarify any ambiguities and assist the worker in comprehending the reasoning behind the choice.

Include supporting documents or evidence

Include any additional information or proof that was used to back up the choice to end the worker’s employment, if appropriate, as mandated by law. In the letter of termination, stay away from mentioning anything private or delicate.

Include the signature and printed name

A professional ending, such as “Sincerely,” and a signature of the individual who is in charge of writing the letter of dismissal, together with their written title and work description, should be included at the end of the letter.

How to Write a Termination Letter (tips)

Sensitivity, simplicity, and competence are required while drafting a letter of dismissal. Every case involving a termination may be different; thus, it’s crucial to modify the letter according to the details. These tips will help you get started ⤵️

Be clear and concise

To express the letter’s goal, use simple, plain sentences. Keep your words and facts emotive. Keep the conversation courteous and, at all times, adhere to the truth. Check the termination letter meticulously for punctuation, spelling, and grammatical mistakes.

Use a neutral and respectful tone

Even if the dismissal was the result of misbehavior or productivity concerns, it’s crucial to uphold professional conduct and dignity throughout the letter. Concentrate on the evidence rather than making assumptions about them, and refrain from using insulting or disparaging words.

Offer support and guidance

If applicable, offer the person who was dismissed details about any additional resources that may be accessible to help them transfer to their future job, such as relocation aid or programs for staff assistance. This demonstrates empathy and helps mitigate the effects of the termination.

Add relevant dates and details

Include any pertinent dates, including the final day of employment or the time frame for surrendering business possessions, in addition to the date of the letter and the day of the implementation of termination to prevent misunderstandings, and be clear and concise.

Comply with legal requirements

To guarantee conformity, acquaint yourself with any applicable corporate rules, worker agreements, and regional employment regulations. Don’t say or ask anything that could be against the rights of the worker or the rules of the workplace.

Letter Template: 1

Termination Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

Please take this letter as our official notice that we are terminating our agreement with [mention the name of the company or building]. On [mention the date of the agreement’s expiry], this agreement will expire, and we won’t be renewing it.

It has been an amazing experience working with [mention the name of the company or building]. We truly value the work you have done for us as clients and consider you to be a valuable resource for our business. I am grateful for the time we spent together and had the pleasure of working with such an interesting group of people.

I am grateful for everything you have done for [mention the name of the company or building], and I will always be. If there is anything I can do to finish up any loose ends, kindly let me know. My best wishes are with you. For any further queries, please contact me at [mention the contact number of the sender] or you can email me at [mention the email id of the sender].

[Mention the name]

[Mention the profession]

[Mention the contact details]

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Letter Template: 2

Formal Termination Letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact details of the recipient]

Subject- Formal termination letter.

Dear,

We regret to notify you that your work with (add firm name) as (add job title) has been terminated with immediate effect (add date).

The business’s decision to end your job is based on your poor performance over the last (Mention the numbers) months, which has shown no signs of improvement and has failed to meet the goals of the company despite our oral and in writing warnings.

The above information is based on your contract’s set notice time for termination of employment. Inappropriate customer conduct or behavior is the basis for termination of employment. The information can be found in the documents provided.

The company had already informed you that if your product fails to reach the company’s basic performance criteria, the last day of the written notice provided with the final notice would’ve been our last day of service with the employer.

Please return any company equipment, materials, or documentation you may have. Please follow our data protection policy, which was agreed upon at the outset of your employment.

Your severance money will be delivered to you at your home address, together with any unused paid leaves. You can visit the HR department if you have any problems or doubts. You are eligible for a severance package, which will be given to you on your last week of duty.

Thank you so much, and we the best of luck.

Sincerely,

Thank you very much,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Letter Template: 3

Section 8 Termination Letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact details of the recipient]

Subject- Sec 8 termination letter.

This letter is to tell you that your employment with the [mention the name of the company or organization] will terminate on [mention the date]. This choice cannot be reversed.

Today you will get your final salary of [mention the total amount of the salary of the recipient] for the month as well as cash for any remaining leave. You will receive a [mention the total amount] severance payout once you have completed and submitted the accompanying release of claims agreement.

Your medical coverage will be extended for another [mention the number of extended days] days.

You are highly requested to return all the accessories that the company has provided you at the time of joining. You have till the end of the day to return the business laptop, swipe card, and mobile phone.

Remember that you have signed a confidentiality agreement. Please have a look at the attached document.

If you have any issues concerning your salary, perks, corporate property, or signed policies, please call [mention the name of the member of the HR department] who is the member of the HR department; the contact number of our HR department is [mention the contact number of the HR department. Or else you can also mail the HR department, the mail id of our HR department is [mention the mail id of the HR department].

Sincerely,

Thank you very much,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Letter Template: 4

Free Termination Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

We regret to tell you that your employment with (mention the name of the company or organization) will no longer be continuing as of today (mention the date). The reason for your termination is:

Please give back any business property you may have. Your final paycheck would be sent later if you delayed doing it or failed to complete it.

Any severance benefits will be given in accordance with the organization’s policies (mention the name of the company or organization).

Your performance has been consistently poor over the last three months, and despite our verbal and written warnings, you have failed to improve or live up to company expectations. As a result, the company has decided to terminate your employment.

You were previously informed by the firm that, if your performance doesn’t match the minimum performance requirements established by the company, your employment with the company will end on the last date of the notice period issued with the final written warning.

Your severance compensation, which will also include any unused paid time off, will be forwarded to your home address. You can get in touch with the HR department if you have any questions or concerns. (Mention the contact details of the sender)

We appreciate you and wish you well in your future endeavors.

[Mention the name]

[Mention the profession]

[Mention the contact details]

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Letter Template: 4

Early Probation Termination Letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact details of the recipient]

Subject- Early probation termination letter. 

Dear,

We regret to notify you that your probation period will be terminated with immediate effect. The last week of your job will be a date, and we ask that you keep this in mind.

The administration has kept warning you several times because of the reasons stated above. However, our efforts were futile, as we saw no change in your behavior. As a result, your job with us will end as of date>.

Please assist the human resource department with the exit procedures and attend the exit session. Please turn in all official items to (Mention the department name) and collect your personal belongings from your desk.

You have received repeated notifications and warnings from management due to your absenteeism, tardiness, and misbehavior toward coworkers. However, you have ignored or disregarded any of the cautions sent in the previous month.

This incident has severely grieved the company, which does not tolerate any form of misbehavior. We request that you return your supervisor’s phone and laptop. You must also transfer any other corporate assets you may have. After collecting your items from your workstation, please complete the leaving formalities.

The final payment will be delivered by courier or instantly deposited into your bank account. You may contact the (Mention the name of the department) department at any moment if you require additional assistance.

Sincerely,

Thank you very much,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Letter Template: 5

Job Abandonment Letter

[mention the name of the company]

[mention the address of the company]

[mention your name]

[mention your designation]

[mention the name of the employee]

[mention the address of the employee]

[mention the date]

[mention the subject]

Dear [name of the employee],

You know it well, as it has been mentioned to you right in the beginning that [mention the name of the corporation or organization] has a mandatory report-to-work policy. It has also been stated in the employee handbook which was given to you right on the day of joining, that [quote about job abandonment from the handbook].

It has been noted several times now that you have failed to report to work on certain important events like [mention them along with the respective dates], and I, your [mention your post], has himself or herself tried to contact you. Your seniors, [mention the names] too, have tried to reach you several times on the occasions of [mention them along with the respective dates], but you were unavailable. 

We have taken the decision to terminate you from [mention the name of the company or organization], which will become effective from [mention the date] as you failed to report to your duty and you also didn’t call or reach any of us, neither your seniors nor me, you’re [mention your post].

I am truly disappointed with such behavior, as we don’t expect any of our employees to be like this. This affects not just work but the reputation of the company as well. Kindly note that since this decision to miss your duty as your own, this job abandonment has been taken as voluntary resignation from your end.

It is further requested to return any company property that might be in your possession. This includes the [mention some of them] and others that have been given to you. You need to give them back to us by [mention the date]. Additionally, you can take all of your personal belongings from here. You can utilize your employee benefits till [mention the date], after which they will expire.

For further information, you can contact [mention the name of the person].

Sincerely,

Letter Template: 6

End of Tenancy Letter

[mention the sender’s address]

[mention the date of sending the letter]

[mention the receiver’s name]

[mention the receiver’s address]

Dear [Mr./ Mrs./ Ms./mention the name of the receiver],

I am writing this letter to tell you that because of some emergency personal needs, I will have to sell the property where you are currently living. I urgently need a hefty amount and so after [mention the date], the new owner will be Mr. or Mrs. or Ms. [mention the name].

Kindly note that your tenancy will end on [mention the date], and I would like to leave you the property as soon as possible after that. I have already discussed the matter with you in brief before, so you know the basic information. This is just a formal notification as I need to update the register of past tenants for security reasons.

I must say that the time you spent here was truly great. You have always ensured that I don’t have to face any problems for any reason.

You have always dutifully followed all the rules and regulations that are mentioned in the contract, and I never have to worry about anything. You called me whenever you needed to make any changes to the property, and you made sure that it was maintained well. I will further admit that I have never received a single complaint from the neighbors of [mention the location].

There has also never been any sort of payment issues, and I am truly grateful. We have always been in a cordial relationship right from the beginning and you have always been very understanding. For the past [mention the number of years], you have been very cooperative and helpful, and it was an absolute pleasure to know you.

One last request that I would like to make is please see to it that your final payment is made by [mention the time period].

I hope to stay in touch with you in the future as well.

Regards,

[mention the sender’s name]

Letter Template: 7

Tenancy Termination Letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the name of the recipient]

[Mention the contact details of the recipient] 

Subject- Tenancy termination letter

Dear, [Mention the name of your landlord]

I’m writing to let you know that I’ll be leaving [Mention the current address] by [Mention the date you plan to relocate].

My lease began on [Mention the date] and will terminate on [ Mention  the agreed-upon expiry date]. I regret to notify you that I will not be able to stay in the house/apartment till my leasing agreement expires. [Mention the direct explanation for your decision] is my rationale.

I’ve followed the conditions of our contract and will clean the premises before leaving. If this date is convenient for you, I will hand over my keys to you on [Mention the date]. You may send my security deposit to [Mention the either state the address here or indicate that the information will be sent at a later date].

It can be considered as one of my biggest concerns to proceed. It can be depicted to be followed within several assurances so that all the belongings can be processed eventually. It can be mentioned to bring for the development within the contract and moreover, it can bring much more commitment.

Don’t hesitate to contact me at [any or specified time by [Mention the phone number] or [Mention the email] and [Mention the contact information].

Thus, it is to assure to bring much more development within the agreement.

Thank you for your understanding, and I am expecting your response.

Yours,

Sincerely,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Letter Template: 8

Insurance Termination Letter

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact details of the recipient]

Subject- Insurance termination letter. 

Dear,

This letter serves as notice that as of (Mention the d/m/y), you will also no longer be covered under (Mention the policy name) group insurance policy. Your coverage has been terminated due to your departure from the firm on (Mention the d/m/y) for wrongdoing. Prior coverage certification will be mailed to you.

You will be dropped from all programs you are officially enrolled in on the date mentioned above. This letter includes a thorough summary and explanation of the decision, which is given below.

You are presently enrolled in the health, dental, and vision plans offered by the firm. On (Mention the d/m/y), your rewards under each program will be terminated. Any dependents who are automatically engaged in the plan will have their benefits terminated. A package describing the continuance of insurance under(Mention insurance name) was mailed to you.

If you choose to keep your insurance coverage under (Mention insurance name), you can seek to have your (Mention the insurance name) coverage converted to an insurance plan when it expires. 

Although we sent you information on

(Mention the insurance name) continuation coverage, we cannot promise that you will be qualified for it. We urge that you refer any queries about insurance to the insurance operator at (Mention the company name), (Mention the address). 

Sincerely,

Thank you very much,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Insurance termination letter. 

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

Template: 9

Termination Letter to Architect

[Insert or write the name of the sender]

[Insert or write the job title of the sender]

[Insert or write the full name of the entity]

[Insert or write the date]

To,

[Insert or write the full name of the recipient]

[Insert or write the job title of the recipient]

[Insert or write the full name of the entity]

Dear [Insert or write the full name of the recipient],

This letter is to let you know that from [insert or write the date of termination] onwards, your employment as an Architect is terminated. [Insert or write the date of termination] onwards you will no longer be an employee of [insert or write the name of the organization/company]. 

It was actually very unfortunate for us to take the decision to terminate you. The reason for your termination is improper to approach your clients and to the projects as well. Being an Architect, you are responsible for designing new buildings or plants, factories and etc. also redesign the existing buildings, plants, factories and etc. Of late your designs were found to be outdated and most of them were canceled by the clients.

For making a successful business and earn good revenue client satisfaction is very important. But the quality of work you have rendered since [insert or write the length of time] is an unsatisfactory one. However, you were given chances to rectify your mistakes and rework the designs but there was no proper output.

For this attitude and approach of yours, the company/organization has lost some very important and influential clients and is on the verge of losing a few more. The decision of termination is final and irrevocable. You will be paid a severance package as per company/organization rules and regulations.

This will take after complete the entire termination process at the Human Resources Department under the supervision of [insert or write the name and designation of the authorized person]. Also, return all the electronic and project files that were given to you on your joining.

With regards, 

[Insert or write the name of the sender with signature]

[Insert or write the mail ID or the contact number of the sender].

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Key Takeaways

The termination letter should be straightforward and mention all the details of the worker being dismissed. It should include the pertinent dates, time frames for returning company property, etc.

Make sure to follow all legal requirements when drafting a termination letter. Also, keep a copy for yourself in case there is any confusion or queries in the future.

More Termination Letter Templates

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