When an employer lays off employees, the employees deserve to receive the termination information in a termination letter. Use this sample layoff termination letter as a model to craft your own letters. Your employees warrant your care and attention during a layoff situation.
This sample termination letter is an example of the type of letter you might write to employees your business is forced to lay off due to economic factors. You care about the employees and regret having to make layoffs. The health of the business requires you to terminate the employment of some of your employees.
Employers do layoffs with the assistance of an attorney to make sure that their layoffs are legal and non-discriminatory. Your layoff documentation, such as the termination letter, should be reviewed by your attorney, too.
Under normal circumstances, the manager or supervisor and a representative from Human Resources will hold a layoff meeting with each employee. The letter summarizes what was said at the meeting.
Sample Layoff Termination Letter
Mr. Thomas Main
1918 Street Rd.
Topeka, KS 66605
This letter confirms our discussion today that you are being laid off from your employment with Fogerty Subscriptions effective immediately.
Unfortunately, economic conditions in the industry have resulted in slow sales. We decided to eliminate the quality department and all positions. Quality functions will move to manufacturing and be handled by existing employees in that department.
You will receive one week’s severance pay for each year that you have worked for Fogerty Subscriptions. In your case, with 12 years of employment, you will receive 12 weeks of severance pay at your normal weekly salary. During the time period that the severance covers, we will continue to provide health insurance coverage.
Additionally, payment for your accrued PTO will be included in your final paycheck* which you will receive on our regular pay day, Friday. You may pick up this check from the reception desk or we can mail it to your home.
You will receive the severance payment once you have signed and returned the enclosed release of claims document.
You can expect a separate benefits status letter that will outline the status of your benefits upon termination. The letter will include information about your eligibility for Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation of group health coverage.
We have received from you: your office key, identification badge, and the company owned laptop at the layoff meeting.
You will need to keep the company informed of your contact information so that we are able to provide information you may need in the future such as your W-2 form.
We want you to know that this layoff is not a statement about your work for Fogerty Subscriptions. You have been a dedicated, contributing employee for 12 years. If you wish us to speak on your behalf to potential employers, please sign and return the enclosed form. It gives us your permission to discuss your employment with potential employers.
Please let us know if we can assist you during your transition.
Name of Human Resources Representative or Company Owner
Enclosures - 2
*Please note that laws regarding the final paycheck may vary from state to state and country to country.
Disclaimer: Please note that Susan makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice on this website, but she is not an attorney, and the content on the site is not to be construed as legal advice. The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel. The information on the site is provided for guidance only, never as legal advice.