Terminating an employee who has exhausted all their leave can be a delicate situation.
It requires clear communication, empathy, and adherence to company policies and applicable laws.
A well-crafted termination letter is an essential part of this process.
As an employer, it’s important to handle these situations with care and professionalism.
The termination letter should clearly outline the reasons for the termination, any relevant details about final pay and benefits, and information about returning company property.
Sample Termination Letters
The following sample termination letters guide how to navigate this difficult conversation in writing.
Termination Letter – Medical Leave Exhausted
Subject: Termination of Employment – Medical Leave Exhausted
Dear [Employee Name],
This letter serves as formal notification that your employment with [Company Name] is being terminated effective [Date]. As you are aware, you have been on an approved medical leave of absence since [Start Date]. Unfortunately, as of [Current Date], you have exhausted all leave available to you under the company’s policies and applicable laws.
Despite our efforts to accommodate your leave and hold your position open, we regret that we are no longer able to do so. Your final paycheck, which includes [Details on Final Pay], will be mailed to you at your address on file. Your health insurance benefits will remain active through the end of [Month].
Please return all company property, including [List Property], to [Contact Person] by [Date]. If you have any questions, please don’t hesitate to reach out to [Contact Person] in HR.
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – FMLA Leave Exhausted
Subject: End of Employment – FMLA Leave Exhausted
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated as of [Date]. As you know, you have been on approved leave under the Family and Medical Leave Act (FMLA) since [Start Date]. As of [Current Date], you have exhausted the 12 weeks of job-protected leave provided by the FMLA.
We have made every effort to accommodate your leave, but unfortunately, we are unable to hold your position open any longer. Enclosed, please find information regarding your final pay, COBRA insurance continuation, and 401(k) options. Kindly return your [List Company Property] to [Contact Person] in HR no later than [Date].
If you have any questions, please feel free to contact [Contact Person] at [Email Address]. Thank you for your contributions to [Company Name] and we wish you well in your future pursuits.
Best regards,
[Your Name]
[Your Title]
Termination Letter – Personal Leave Exhausted
Subject: Termination of Employment – Leave of Absence Exhausted
Dear [Employee Name],
I am writing to notify you that your employment with [Company Name] is terminated effective [Date]. You have been on an approved personal leave of absence since [Start Date]. As communicated earlier, your leave was approved until [End Date]. However, as of today, you have exhausted the maximum leave time available.
We value your contributions to the company. However, we are unable to extend your leave further or guarantee your position. Your final paycheck will be processed on [Date] and mailed to your home address. Please contact [Contact Person] in HR to discuss any questions you may have regarding final pay, benefits, and the return of company property.
We appreciate your service to [Company Name] and wish you success in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Failure to Return from Leave
Subject: Termination Due to Failure to Return from Leave
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately. You have been on an approved [Type of Leave] since [Start Date], which was scheduled to end on [End Date].
Despite our attempts to contact you, we have not received any communication from you regarding your return to work or a request for an extension of your leave. As stated in our company policy, failure to return to work as scheduled from a leave of absence is considered a voluntary resignation.
Your final paycheck, including [Details on Final Pay], will be mailed to your address on file. Please make arrangements to return all company property, including [List Property], to [Contact Person] in HR as soon as possible.
If you have any questions or concerns, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Unable to Accommodate Leave Extension
Subject: Termination of Employment – Unable to Extend Leave
Dear [Employee Name],
I am writing in response to your request for an extension of your [Type of Leave], which began on [Start Date] and was scheduled to end on [End Date]. After careful consideration, we regret to inform you that we are unable to extend your leave further.
As an employer, we have made every effort to accommodate your leave of absence. However, due to business needs and the length of your absence, we can no longer hold your position open. Therefore, your employment with [Company Name] is being terminated effective [Date].
Please contact [Contact Person] in HR to discuss the details of your final pay, continuation of benefits, and the return of any company property in your possession. We appreciate your contributions to the company and wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Parental Leave Exhausted
Subject: End of Employment – Parental Leave Exhausted
Dear [Employee Name],
I hope this letter finds you well and that you have been enjoying this special time with your new family member. I am writing to inform you that your employment with [Company Name] will end on [Date], as your approved parental leave will have been exhausted as of that date.
Per our company policy and applicable laws, we have provided you with [Number of Weeks] of parental leave. We have made every effort to accommodate your time away, but unfortunately, we are unable to extend your leave or hold your position open beyond this time.
Your final pay, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please also find enclosed information regarding your benefits and COBRA eligibility. We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If you have any questions, please don’t hesitate to reach out to [Contact Person]. Thank you for your contributions to [Company Name]. We wish you and your family all the best.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Military Leave Exhausted
Subject: Termination of Employment – Military Leave Exhausted
Dear [Employee Name],
First and foremost, thank you for your service to our country. We appreciate the sacrifices you have made and the dedication you have shown, both to your military commitments and to your work at [Company Name].
I am writing to inform you that your employment with [Company Name] is being terminated effective [Date]. As you are aware, you have been on an approved military leave of absence since [Start Date]. Under the Uniformed Services Employment and Reemployment Rights Act (USERRA), we have held your position open for the duration of your leave. However, as of [Current Date], you have exhausted the maximum five years of cumulative leave protected under USERRA.
Your final paycheck, including [Details on Final Pay], will be mailed to your address on file. Please contact [Contact Person] in HR to discuss any questions you may have regarding your benefits, 401(k), and the return of company property.
We are grateful for your service, both to our nation and to our company. If there is anything we can do to assist with your transition, please let us know.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Bereavement Leave Exhausted
Subject: Termination of Employment – Bereavement Leave Exhausted
Dear [Employee Name],
Please accept our deepest condolences for your loss. We understand that this is an incredibly difficult time for you and your family.
I am writing to inform you that your employment with [Company Name] is being terminated effective [Date]. As you know, you have been on an approved bereavement leave of absence since [Start Date]. While we have made every effort to accommodate your leave, as of [Current Date], you have exhausted the maximum bereavement leave available under our company policy.
We regret that we are unable to extend your leave further or hold your position open. Your final paycheck, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please find enclosed information regarding your benefits and COBRA eligibility. We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If there is anything we can do to support you during this challenging time, please don’t hesitate to reach out to [Contact Person]. We are here for you.
With deepest sympathy,
[Your Name]
[Your Title]
Termination Letter – Sabbatical Leave Exhausted
Subject: End of Employment – Sabbatical Leave Exhausted
Dear [Employee Name],
I hope this letter finds you well and that your sabbatical leave has been a time of rejuvenation and personal growth. I am writing to inform you that your employment with [Company Name] will end on [Date], as your approved sabbatical leave will have been exhausted as of that date.
As per our agreement, we have provided you with [Number of Months] of sabbatical leave. We value your contributions to the company and have made every effort to accommodate your time away. However, we are unable to extend your leave or hold your position open beyond this agreed-upon duration.
Your final pay, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please also find enclosed information regarding your benefits and 401(k). We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If you have any questions, please don’t hesitate to reach out to [Contact Person]. Thank you for your dedication to [Company Name]. We wish you the very best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Caregiver Leave Exhausted
Subject: Termination of Employment – Caregiver Leave Exhausted
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated effective [Date]. As you are aware, you have been on an approved caregiver leave of absence since [Start Date] to care for a seriously ill family member. Unfortunately, as of [Current Date], you have exhausted all leave available to you under the company’s policies and applicable laws.
We understand the challenges of balancing work and family responsibilities, especially when caring for a loved one. We have made every effort to accommodate your leave and hold your position open. However, we regret that we are no longer able to do so.
Your final paycheck, which includes [Details on Final Pay], will be mailed to you at your address on file. Your health insurance benefits will remain active through the end of [Month]. Please return all company property, including [List Property], to [Contact Person] by [Date].
If you have any questions or need assistance with the transition, please don’t hesitate to reach out to [Contact Person] in HR. We appreciate your contributions to [Company Name] and wish you and your family well during this difficult time.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Jury Duty Leave Exhausted
Subject: End of Employment – Jury Duty Leave Exhausted
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] will end on [Date], as your approved jury duty leave will have been exhausted as of that date.
We understand and support your civic duty to serve on a jury. As per our company policy and applicable laws, we have provided you with [Number of Weeks] of job-protected leave for this purpose. However, due to the extended nature of your jury service and the operational needs of the company, we are unable to hold your position open beyond this time.
Your final pay, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please also find enclosed information regarding your benefits and COBRA eligibility. We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If you have any questions, please don’t hesitate to reach out to [Contact Person]. Thank you for your service, both to the justice system and to [Company Name]. We wish you the very best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Educational Leave Exhausted
Subject: Termination of Employment – Educational Leave Exhausted
Dear [Employee Name],
I hope this letter finds you well and that your educational leave has been a time of growth and learning. I am writing to inform you that your employment with [Company Name] will end on [Date], as your approved educational leave will have been exhausted as of that date.
As per our agreement, we have provided you with [Number of Months] of educational leave to pursue your [Degree/Certification]. We value your contributions to the company and your commitment to professional development. However, we are unable to extend your leave or hold your position open beyond this agreed-upon duration.
Your final pay, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please also find enclosed information regarding your benefits and 401(k). We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If you have any questions, please don’t hesitate to reach out to [Contact Person]. Thank you for your dedication to [Company Name] and your pursuit of continued education. We wish you the very best in your future academic and professional endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Public Health Emergency Leave Exhausted
Subject: End of Employment – Public Health Emergency Leave Exhausted
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] will end on [Date], as your approved public health emergency leave will have been exhausted as of that date.
During these unprecedented times, we have made every effort to support our employees and provide job-protected leave for those affected by [Public Health Emergency]. As per our temporary policy and applicable laws, we have provided you with [Number of Weeks] of leave. However, due to the extended nature of this public health crisis and the operational needs of the company, we are unable to hold your position open beyond this time.
Your final pay, including [Details on Final Pay], will be processed on [Date] and mailed to your home address. Please also find enclosed information regarding your benefits and COBRA eligibility. We kindly request that you return all company property, including [List Property], to [Contact Person] in HR by [Date].
If you have any questions or need assistance with the transition, please don’t hesitate to reach out to [Contact Person]. We appreciate your understanding and flexibility during this challenging time. Thank you for your contributions to [Company Name]. We wish you health, safety, and the very best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Termination Letter – Domestic Violence Leave Exhausted
Subject: Termination of Employment – Domestic Violence Leave Exhausted
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is being terminated effective [Date]. As you are aware, you have been on an approved leave of absence since [Start Date] related to a situation of domestic violence. Unfortunately, as of [Current Date], you have exhausted all leave available to you under the company’s policies and applicable laws.
We understand the immense challenges and trauma associated with domestic violence. We have made every effort to accommodate your leave and provide support during this difficult time. However, we regret that we are no longer able to hold your position open.
Your final paycheck, which includes [Details on Final Pay], will be mailed to you at your address on file. Your health insurance benefits will remain active through the end of [Month]. Please return all company property, including [List Property], to [Contact Person] by [Date].
If you need assistance or resources related to your situation, please don’t hesitate to reach out to [Contact Person] in HR. We can provide information on community support services and victim advocacy organizations. Your safety and well-being are our top priorities.
We appreciate your contributions to [Company Name] and wish you strength and healing during this challenging time.
With care and support,
[Your Name]
[Your Title]
Wrapping Up Termination Letters for Exhausted Leave
Terminating an employee who has exhausted their leave is never an easy task.
It requires a delicate balance of empathy, clear communication, and adherence to company policies and applicable laws.
By using these sample termination letters as a guide, you can navigate this challenging situation with professionalism and care.
Remember, a well-crafted termination letter is just one part of the process. It’s equally important to handle the conversation with sensitivity and respect.
Offer support where possible, and ensure that the employee understands their rights and any available resources.
When delivering the news, be direct but compassionate.
Acknowledge the difficulty of the situation and express appreciation for the employee’s contributions.
Provide a clear explanation of the decision, referencing the relevant policies and the steps taken to accommodate their leave.
Allow the employee the opportunity to ask questions and voice concerns.
Listen actively and respond with empathy. Be prepared to discuss practical matters such as final pay, benefits continuation, and the return of company property.
In some cases, it may be appropriate to offer assistance in the form of references, career counseling, or connections to community resources.
This can demonstrate your company’s commitment to supporting employees, even in the face of difficult decisions.
Throughout the process, maintain confidentiality and treat the employee with dignity and respect.
Ensure that all actions align with your company’s values and legal obligations.
Ultimately, the goal is to handle the termination in a way that minimizes stress for all parties involved and protects the interests of both the employee and the company.
With careful planning and thoughtful communication, you can manage this difficult situation with grace and professionalism.
While terminating an employee is never pleasant, sometimes it is a necessary step.
By approaching the situation with empathy, transparency, and a focus on fairness, you can navigate this challenging task in a manner that reflects positively on your leadership and your organization.