Employers will want to write a termination letter when they fire an employee. The termination letter confirms the details of the firing and summarizes the information that the now former employee will need to know.
This sample termination letter is an example of the most simple, direct form of termination letter. You can use this termination letter in most instances when you let an employee go. It should be printed on company stationery and either handed to the employee at the termination meeting or mailed with return receipt recommended.
This simple termination letter does not provide the reason for the employment termination when no reason is provided (employment at will) during the termination meeting. Upcoming termination letters will provide samples for when an employee is laid off or fired for cause.
Under usual circumstances, the manager or supervisor and a representative from Human Resources will hold a termination meeting with the employee. The termination letter summarizes what was said at the meeting.
Sample Termination Letter
Ms. Catherine Smith
1845 Shorter Street
Myron, Illinois 40702
This letter confirms our discussion today that your employment with Willis Corporation is terminated effective immediately.
You will receive two weeks severance pay since your employment with Willis Corporation has been less than one year. You will receive the severance payment once you have signed and returned the enclosed release of claims document.
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 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 security swipe card, your office key, and the company owned laptop and cell phone at the termination 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.
Please let us know if we can assist you during your transition.
Name of Human Resources Representative or Company Owner
*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.