Finding the right words to say goodbye in a professional setting takes skill and thoughtfulness. Writing a separation notice that strikes the right balance between clarity and compassion can be tough, especially when feelings and careers are at stake.
Ready to discover how to handle this challenging task with grace and professionalism? These fifteen carefully crafted separation notice examples will help you communicate effectively during difficult transitions, while maintaining respect for all parties involved.
Sample Letters of Separation Notice
These letters serve as templates you can adapt to your specific circumstances.
1. Basic Employment Termination Notice
Subject: Notice of Employment Termination
Dear Mr. Thompson,
Please accept this letter as formal notification that your employment with ABC Corporation will end effective June 15, 2025.
This decision comes after careful review of your performance over the past six months, during which time you have consistently failed to meet the sales targets outlined in your employment contract. As discussed in our performance review meetings on February 10 and April 22, these targets represent essential job functions for your position.
Your final paycheck will include all earned but unused vacation time and will be available for pickup from the Human Resources department on your last day. You are asked to return all company property, including your laptop, access card, and any files or documents belonging to ABC Corporation by the end of your last workday.
The Human Resources department will contact you separately regarding continuation of health benefits under COBRA and other transition matters. You may direct any questions about your benefits to Ms. Janet Wilson at extension 4567.
We thank you for your five years of service with ABC Corporation and wish you success in your future employment. Should you need a reference for future job applications, please contact the Human Resources department directly.
If you have questions about this notice or the transition process, please contact me or the Human Resources department at your earliest convenience.
Sincerely,
Robert Johnson
Vice President, Sales Division
ABC Corporation
555-123-4567
2. Layoff Due to Company Restructuring
Subject: Notification of Position Elimination Due to Company Restructuring
Dear Ms. Garcia,
It is with sincere regret that I must inform you of a difficult decision affecting your employment with XYZ Industries. Due to an extensive company-wide restructuring initiative, your position of Marketing Coordinator will be eliminated effective July 31, 2025.
This decision does not reflect on your job performance or your contributions to the company. Rather, it results from a necessary reorganization of our marketing department as part of broader cost-cutting measures. The restructuring affects a total of 45 positions across various departments throughout the organization.
You will receive a severance package that includes eight weeks of pay based on your current salary, continuation of health benefits through September 30, and payment for all accrued vacation time. The Human Resources department will schedule a meeting with you next week to discuss these benefits in detail and answer any questions you may have.
We will also offer outplacement services through Career Transitions, Inc., which provides resume assistance, interview coaching, and job search support. Information about these services will be included in your severance package.
Your dedicated service over the past three years has been greatly valued. You have consistently demonstrated professionalism and commitment to our company values. We would be happy to provide letters of recommendation or serve as references for your future employment opportunities.
Please schedule a time with your supervisor to discuss the transition of your current projects and responsibilities. We ask that you keep this information confidential until the official announcement to all affected employees on June 15.
If you have any questions or concerns, please feel free to contact me or Sarah Jones in Human Resources at extension 2345.
With appreciation,
Michael Lee
Director of Human Resources
XYZ Industries
555-987-6543
3. Termination for Policy Violation
Subject: Termination of Employment for Policy Violation
Dear Mr. Williams,
This letter serves as formal notification that your employment with Global Solutions, Inc. is terminated effective immediately, today, May 10, 2025.
This decision follows a thorough investigation into incidents reported on April 28 and May 3, 2025, regarding violations of our company’s Code of Conduct. Specifically, the investigation confirmed that you shared confidential client information with unauthorized third parties on multiple occasions, which directly violates Section 3.2 of our Employee Handbook that you acknowledged receiving and reading during your orientation.
You will receive your final paycheck, which includes payment through today and compensation for your unused vacation time, by mail within five business days. Please note that as stated in our employment policies, employees terminated for policy violations are not eligible for severance benefits.
You are required to return all company property including your laptop, mobile phone, access card, and any physical or digital documents containing company information by the end of today. A member of our security team will escort you to your desk to collect your personal belongings and then to exit the building.
Your health insurance coverage will continue until the end of this month. Information regarding your rights to continue health coverage under COBRA will be mailed to your home address within the next 14 days.
The confidentiality and non-disclosure agreements you signed at the beginning of your employment remain in effect after your termination. Any future disclosure of confidential information may result in legal action.
If you believe this decision has been made in error or wish to appeal, you may submit a written statement to the Human Resources department within five business days of receiving this notice.
Sincerely,
Jennifer Adams
Chief Operating Officer
Global Solutions, Inc.
555-234-5678
4. Probationary Period Termination
Subject: Conclusion of Employment Following Probationary Period
Dear Ms. Peterson,
This letter confirms that your employment with TechStart Innovations will end on May 28, 2025, which marks the completion of your 90-day probationary period.
As discussed during our meeting yesterday, we have determined that there is not an appropriate match between your skills and the requirements of the Junior Developer position. Specifically, you have struggled with the technical aspects of PHP programming and database management that are essential functions of this role, despite the additional training and support provided over the past month.
Your final paycheck will be processed according to our regular payroll schedule and will include payment for all hours worked through your last day. As a probationary employee, you are not eligible for severance pay or unused paid time off according to company policy.
Please return your company laptop, access card, and any other company property to the IT department on your last day. A member of our team will assist you with the checkout process and provide information about continuing health coverage, if applicable.
We appreciate your efforts during your time with us and the positive attitude you brought to the team. While this position was not the right fit, we encourage you to continue developing your programming skills. Many developers find that focusing on a specific programming language before branching out can be an effective learning strategy.
If you need clarification on any aspect of this transition or would like feedback that might help in your future roles, please do not hesitate to contact me directly.
Best wishes for your future endeavors,
David Chen
Technical Team Lead
TechStart Innovations
555-345-6789
5. Retirement Transition Notice
Subject: Retirement Transition Plan and Schedule
Dear Dr. Reynolds,
This letter outlines the agreed-upon plan for your transition to retirement from Westside Medical Center, effective September 30, 2025.
As discussed in our meeting last week, this timeline allows for a smooth transition of your patients and responsibilities over the next four months. We value your 28 years of dedicated service to our medical center and want to ensure this transition honors your contributions while maintaining continuity of care for your patients.
The retirement transition schedule will proceed as follows:
June 1-30: You will maintain your current patient load while working with Dr. Lisa Martinez, who will take over your practice. During this time, you will begin introducing Dr. Martinez to your patients during their regular appointments.
July 1-31: Your patient schedule will reduce by 25%, allowing more time for patient file reviews with Dr. Martinez and completion of any ongoing research projects.
August 1-31: Your patient schedule will reduce by an additional 25%. You will complete the final transition of patient files and participate in departmental knowledge transfer sessions.
September 1-30: You will see only urgent follow-up appointments while serving primarily in a consulting capacity. You will also complete your final committee responsibilities and exit interviews.
Your retirement benefits package has been prepared by Human Resources, including your pension details, retiree health insurance options, and accumulated leave payout. Ms. Rebecca Thomas from HR will schedule a meeting with you next week to review these documents in detail.
We would like to honor your service with a retirement reception on September 25 at 3:00 PM in the main conference room. Please provide a list of any special guests you would like us to invite outside of hospital staff.
On behalf of the entire Westside Medical Center staff, thank you for your years of excellent patient care and your contributions to our medical community.
With gratitude and respect,
James Wilson, MD
Chief Medical Officer
Westside Medical Center
555-456-7890
6. Termination During Economic Downturn
Subject: Notice of Position Elimination Due to Economic Conditions
Dear Mr. Patel,
It is with genuine regret that I must inform you that your position as Regional Sales Manager at Horizon Manufacturing will be eliminated effective July 15, 2025, due to significant economic challenges facing our industry.
The ongoing economic downturn has severely impacted our sales projections for the coming fiscal year, necessitating a 20% reduction in our workforce across all departments. This difficult decision was made after exploring all other cost-cutting options and is essential for the long-term survival of the company.
Your performance has consistently met or exceeded expectations during your tenure with us, and this decision is in no way a reflection on your work ethic, skills, or contributions to Horizon Manufacturing. Your leadership in developing the Southwestern territory has been particularly valuable to our organization.
You will receive a severance package that includes: – Twelve weeks of salary continuation based on your current base pay – A lump sum payment equivalent to your average quarterly bonus over the past year – Health insurance coverage continuation through October 31, 2025 – Payment for all accrued vacation time – Outplacement services through Executive Career Partners for six months
A detailed explanation of these benefits will be provided during your exit interview with Human Resources, scheduled for July 12 at 10:00 AM. At that time, you will also receive information about unemployment benefits and COBRA health insurance continuation options beyond October.
We ask that you work with Thomas Rodriguez over the next month to transition your accounts and ongoing projects. Your institutional knowledge is valuable, and a smooth handoff will benefit both our clients and the company.
Please know that when economic conditions improve, we would welcome the opportunity to discuss future employment possibilities with you. You have been an asset to our team, and we will provide strong references for any positions you pursue.
If you have questions before your exit interview, please contact me directly.
With sincere appreciation,
Elizabeth Grant
Vice President of Sales
Horizon Manufacturing
555-567-8901
7. Termination for Performance Issues
Subject: Notice of Employment Termination for Performance Concerns
Dear Ms. Lawson,
This letter serves as formal notification that your employment with Financial Partners Group will end on June 30, 2025.
This decision comes after several months of documented performance concerns and follows the performance improvement plan (PIP) initiated on March 15, 2025. Despite multiple coaching sessions and additional training opportunities, your performance as Senior Accountant has not reached the required standards in several key areas.
Specifically, you have continued to struggle with meeting deadlines for monthly account reconciliations, with 65% of assignments completed late over the past quarter. Additionally, error rates in financial reports prepared by you have remained at 8%, well above our standard threshold of 2%. These performance issues have been discussed with you during our weekly check-in meetings on April 5, April 19, May 10, and May 24.
Between now and your final day, we ask that you focus on completing the documentation for the Robertson account audit and transitioning your other current projects to team members as directed by your supervisor, Mr. Kevin Barnes.
Your final paycheck will include compensation through June 30 plus payment for 10 days of accrued vacation time, and will be direct deposited on the regular July 15 payday. You will receive a separate letter detailing your options for health insurance continuation under COBRA and information about your 401(k) plan.
Please return your company laptop, security badge, parking pass, and credit card to Human Resources on your last day. HR will conduct an exit interview with you at 3:00 PM on June 30.
While we regret that this position did not align with your strengths, we appreciate your four years of service with Financial Partners Group and wish you success in finding a role better suited to your capabilities.
If you have questions about this notice or the transition process, please contact me or Janet Mitchell in Human Resources.
Regards,
Harold Coleman
Director of Accounting Services
Financial Partners Group
555-678-9012
8. Contract Non-Renewal Notice
Subject: Notice of Contract Non-Renewal
Dear Professor Martinez,
This letter serves as formal notification that Green Valley Community College will not be renewing your teaching contract for the upcoming academic year. Your current contract will expire on August 15, 2025, and your employment with the college will conclude on that date.
The decision not to renew your contract is based on departmental restructuring and changing curriculum needs within the Business Administration program. As part of our strategic plan, we are reducing the number of adjunct faculty positions while expanding full-time tenured positions in specialized areas.
We sincerely appreciate your five years of service to our students and your contributions to the Business Administration department. Your expertise in marketing strategies and your development of the Digital Marketing certificate program have been valuable assets to our curriculum.
Your final paycheck will be issued on August 30, 2025, and will include any applicable end-of-contract stipends as outlined in the Faculty Handbook. You will retain access to your campus email account until September 15 to allow time for correspondence with students and colleagues.
Please make arrangements with Department Chair Dr. Susan Taylor to return your office keys, parking permit, and any college materials by August 15. You will also need to submit final grades for your summer courses no later than August 20.
The Human Resources department will provide information about continuation of benefits and will be available to answer any questions about the transition process. You may contact HR Director Mark Johnson at extension 4321 to schedule an appointment.
Should you wish to apply for future teaching opportunities at Green Valley Community College, we encourage you to monitor our job postings. We would be happy to consider your application should positions matching your qualifications become available.
Thank you again for your dedication to our students and your professional contributions to our academic community.
Respectfully,
Patricia Gonzalez, PhD
Dean of Business and Technology
Green Valley Community College
555-789-0123
9. Termination Following Acquisition
Subject: Employment Status Following Company Acquisition
Dear Mr. Henderson,
As you know, the acquisition of Pinnacle Software by TechGiant Corporation was finalized on April 30, 2025. This letter serves as formal notification that as part of the post-acquisition restructuring, your position of Product Marketing Director will be eliminated effective July 31, 2025.
This difficult decision results from the consolidation of marketing functions between the two companies and the significant overlap in product marketing roles. After careful analysis, TechGiant has determined that the combined company cannot sustain duplicate leadership positions in several departments, including Product Marketing.
Your professionalism and contributions during the acquisition transition have been noted and appreciated. Your work in positioning our enterprise products has been instrumental in building the value that made Pinnacle an attractive acquisition target.
As part of the acquisition agreement, you will receive the following separation package:
– Severance pay equal to 16 weeks of your current salary – Accelerated vesting of stock options granted prior to January 1, 2025 – Health, dental, and vision insurance coverage continuation through December 31, 2025 – Career transition services through ExecutivePlace for six months – Payment for all accrued but unused vacation time
Between now and July 31, we ask that you assist with the knowledge transfer to the TechGiant marketing team and help complete the Q3 marketing plan. Your insights during this transition period will be valuable in maintaining continuity for our products and customers.
The Human Resources team will schedule a meeting with you next week to review your separation package in detail and answer any questions about benefits continuation or other transition matters. You will also receive information about the exit process and return of company property.
We sincerely appreciate your five years of dedicated service to Pinnacle Software and your significant contributions to our growth and success. If you need additional information before your meeting with HR, please contact me directly.
With appreciation,
Victoria Chang
Chief Operating Officer
Pinnacle Software (a TechGiant company)
555-890-1234
10. Separation Due to Job Abandonment
Subject: Notice of Employment Termination Due to Job Abandonment
Dear Mr. Walters,
This letter serves as formal notification that your employment with Citywide Transit Authority has been terminated effective May 15, 2025, due to job abandonment.
According to our records, you have been absent from work without approved leave or notification since April 28, 2025. Despite multiple attempts to contact you via phone calls on April 29, May 2, and May 5, and emails sent on April 30 and May 3, we have received no response. As outlined in our Employee Handbook, three consecutive days of absence without notification constitutes job abandonment and is grounds for immediate termination.
Your final paycheck, which includes payment for hours worked through April 27 and any accrued but unused vacation time, will be mailed to your address on file within five business days. Please note that company policy does not allow for payment of unused sick leave in cases of job abandonment.
Your health insurance coverage will remain active until May 31, 2025. Information regarding your rights to continue coverage under COBRA will be mailed separately to your home address. Any questions regarding benefits should be directed to the Benefits Coordinator at extension 5678.
All company property in your possession, including your uniform, ID badge, and any equipment, must be returned to the Human Resources department within seven days of receiving this letter. Failure to return company property may result in deductions from your final paycheck as permitted by law.
If extenuating circumstances prevented you from contacting us about your absence, you may appeal this decision by submitting a written explanation to the Human Resources department within five business days of receiving this notice. Any appeal should include documentation supporting your explanation.
Should you have questions regarding this notice or the status of your final paycheck, please contact the Human Resources department at the number below.
Sincerely,
Gregory Peters
Human Resources Manager
Citywide Transit Authority
555-901-2345
11. Separation During Merger
Subject: Notice of Position Elimination Following Merger
Dear Ms. Blackwell,
As you are aware, the merger between Northern Financial Services and Meridian Banking Group was completed on March 31, 2025. This letter serves as formal notification that as part of the post-merger integration plan, your position of Branch Operations Manager at the Downtown location will be eliminated effective August 15, 2025.
This decision results from the consolidation of branch operations and the proximity of two full-service branches within three blocks of each other. After careful evaluation, the Executive Leadership Team has decided to close the Downtown branch location and transfer accounts to the Central Square branch.
We want to emphasize that this decision is solely based on business needs following the merger and does not reflect on your job performance or dedication. Your leadership during this transition period has been exemplary, and your commitment to customer service has been consistent with our core values.
You will receive a comprehensive separation package that includes: – Severance pay equivalent to 14 weeks of your current salary – A retention bonus of $5,000 if you remain with the company through the closure date – Health and dental insurance continuation for six months following separation – Career transition services through NextStep Career Solutions – Payment for all accrued vacation and personal time – Priority consideration for open positions within the combined organization
Between now and August 15, your primary responsibilities will include assisting with customer communications regarding the branch closure, supporting the transfer of accounts to the Central Square branch, and helping team members with their transition plans.
The Human Resources department will schedule individual meetings with all affected employees next week to discuss the separation package in detail and review internal transfer opportunities. Currently, there are three open positions at other branches that may align with your qualifications.
We value your contributions to Northern Financial Services over the past nine years and hope to retain your talents within the newly merged organization if possible. If internal placement is not feasible, we will provide strong references and support your external job search efforts.
If you have questions before your HR meeting, please feel free to contact me directly.
With appreciation,
Samuel Wright
Regional Director
Meridian Northern Financial Group
555-012-3456
12. Termination for Attendance Issues
Subject: Notice of Employment Termination for Attendance Violations
Dear Ms. Rodriguez,
This letter serves as formal notification that your employment with Reliable Manufacturing, Inc. will end effective May 31, 2025, due to ongoing attendance issues that have not been resolved despite multiple warnings.
Our company attendance policy, as outlined in Section 4.2 of the Employee Handbook, states that employees who accumulate eight attendance points within a six-month period are subject to termination. According to our records, you have accumulated 11 points since December 1, 2024, for the following incidents:
– Four instances of tardiness (arriving more than 15 minutes late): December 15, January 23, February 8, and March 19 (1 point each) – Three instances of leaving early without approval: January 5, February 27, and April 10 (1 point each) – Two instances of absence without proper notification: March 3 and April 22 (2 points each) – One no-show: May 12 (3 points)
You received verbal warnings on January 24 and February 28, followed by a written warning on March 20 and a final written warning on April 23. Despite these progressive disciplinary actions and the performance improvement plan implemented on April 23, the attendance issues have continued.
Your final paycheck will include payment through May 31 plus compensation for 24 hours of accrued paid time off, and will be available for pickup from the Payroll office on your last day. You must return your company ID badge, locker key, and safety equipment to your supervisor before receiving your final check.
Information regarding continuation of benefits under COBRA will be mailed to your home address within 14 days. If you have questions about your benefits, please contact Maria Johnson in Human Resources at extension 4567.
If you believe there are extenuating circumstances that should be considered, you may submit a written appeal to the Human Resources department within three business days of receiving this notice.
Despite this separation, we acknowledge your technical skills and quality of work when present. Should your personal circumstances change in a way that would allow you to meet our attendance requirements, you may reapply for employment after six months.
Regards,
Thomas Baker
Production Supervisor
Reliable Manufacturing, Inc.
555-123-4567
13. Mutual Separation Agreement
Subject: Mutual Separation Agreement
Dear Dr. Nguyen,
This letter confirms the mutual agreement reached during our meeting on May 10, 2025, regarding your separation from employment with Coastal Research Institute, effective June 30, 2025.
As discussed, both parties acknowledge that there are different visions regarding the future direction of the Marine Biology Research program. Rather than continue with misaligned expectations, we have mutually agreed that separation is in the best interest of both you and the Institute.
According to our agreement, you will continue your current responsibilities through June 15, after which you will use your remaining two weeks to complete documentation of ongoing research projects and transfer knowledge to Dr. Matthews, who will temporarily oversee the program while we conduct a search for your replacement.
The terms of our mutual separation agreement include:
– A severance payment equivalent to 12 weeks of your current salary, to be paid as a lump sum on July 15, 2025 – Continuation of health and dental benefits through September 30, 2025 – Payment for all accrued vacation time (112 hours) – Retention of intellectual property rights for the coral reef monitoring methodology you developed, with the Institute maintaining a perpetual license to use the methodology – A letter of recommendation highlighting your research accomplishments and contributions to the Institute – Mutual non-disparagement provisions
The legal department will prepare the formal separation agreement containing these terms and additional standard provisions for your review by May 20. You will have seven days to review the agreement with your legal counsel before signing.
We value the contributions you have made to the Coastal Research Institute over the past seven years, particularly your groundbreaking work on coral reef resilience and the three major research grants you secured. While our professional paths are diverging, we hope to maintain collegial relations within the scientific community.
If you have questions about the separation process or the forthcoming agreement, please contact me or Amanda Rivera in Human Resources.
Sincerely,
Dr. Jonathan Friedman
Executive Director
Coastal Research Institute
555-234-5678
14. Separation Due to Physical Inability to Perform Job Functions
Subject: Notice of Employment Separation Due to Medical Restrictions
Dear Mr. Donovan,
This letter confirms our discussion on May 12, 2025, regarding your employment status with Urban Construction Group following your workplace injury and subsequent medical evaluation.
According to the medical assessment provided by Dr. Sharma on May 5, 2025, you have permanent restrictions that prevent you from lifting more than 15 pounds, working at heights, or maintaining prolonged standing positions. After a thorough review of these restrictions and consideration of possible accommodations, we have determined that we cannot reasonably accommodate these limitations within your current role as Construction Foreman, as these activities constitute essential job functions.
We have also evaluated all other available positions within Urban Construction Group for which you might be qualified. Unfortunately, at this time, there are no vacant positions that match your qualifications while accommodating your medical restrictions. Should such positions become available in the next six months, we will contact you to discuss potential employment opportunities.
Therefore, your employment with Urban Construction Group will end effective May 31, 2025. This separation is classified as medical separation rather than termination for cause, which affects your eligibility for certain benefits.
You will receive the following:
– Payment for all hours worked through May 31, 2025 – Compensation for 80 hours of accrued paid time off – Continuation of health insurance coverage through July 31, 2025 – Information about COBRA benefits for health insurance continuation beyond July – Documentation to support your application for long-term disability benefits – Access to your pension benefits according to the terms of our retirement plan
The Human Resources department will schedule a meeting with you next week to review these benefits in detail and assist with paperwork for disability benefits application. They will also provide information about your workers’ compensation claim, which will continue regardless of your employment status.
We value your eight years of service with Urban Construction Group and your leadership on numerous successful projects. Your safety knowledge and commitment to quality work have set a high standard for our team.
If you have questions about this notice or need assistance with the transition process, please contact Sandra Miller in Human Resources at 555-345-6789.
With appreciation and best wishes,
Kevin O’Connor
Operations Manager
Urban Construction Group
555-345-6789
koconnor@urbanconstructiongroup.com
15. Remote Worker Separation
Subject: Termination of Remote Employment Agreement
Dear Ms. Yamamoto,
This letter serves as formal notification that your remote employment agreement with Global Digital Solutions will be terminated effective July 31, 2025.
As discussed during our video conference on May 15, the company has revised its remote work policy following the post-pandemic return to office operations. Under the new policy, all employees in the Software Development department are required to work on-site at our headquarters at least three days per week, with flexible remote work options for the remaining two days.
We understand that relocating to Seattle from your current location in Miami would present significant personal challenges for you, and we respect your decision not to relocate. As you have indicated that you cannot comply with the new on-site work requirements due to geographic constraints, we must proceed with this separation.
Your contributions as a Senior UX Designer over the past four years have been valuable to our product development efforts. Your leadership on the mobile app redesign project and your mentorship of junior designers have been particularly appreciated. We regret losing you as a team member but understand that personal circumstances make relocation unfeasible.
Between now and July 31, we ask that you complete documentation for your current projects and participate in knowledge transfer sessions with the design team. Your supervisor, Alex Chen, will work with you to create a transition plan for your ongoing projects.
Your final paycheck will include salary through July 31, payment for all accrued vacation time, and a remote work stipend prorated through your last day. You will receive this payment via direct deposit on August 15, according to our regular payroll schedule.
You will need to return your company-issued laptop, monitor, and any other equipment by August 7. The IT department will contact you with shipping instructions and will schedule a time to remotely wipe company data from your devices.
Information regarding continuation of health benefits under COBRA and your 401(k) plan will be sent to your personal email address within two weeks. If you have questions about benefits or the transition process, please contact HR Partner Taylor Madison at 555-456-7890.
We would be pleased to provide references for your future employment opportunities and wish you continued success in your career.
Sincerely,
Natalie Park
Director of Human Resources
Global Digital Solutions
555-456-7890
npark@globaldigitalsolutions.com
Wrapping Up: Effective Separation Letters
Writing clear, professional separation notices helps smooth difficult transitions for both organizations and individuals. The right approach shows respect while protecting all parties legally. These sample letters give you starting points for many situations.
Customize these templates to fit your specific circumstances, making sure to include all needed details about final pay, benefits, and next steps. Always review your final notice with HR or legal experts before sending.
A well-written separation notice may not make the news any easier, but it can provide clarity and dignity during challenging professional transitions.