Terminating an employee is never an easy decision, but sometimes it’s necessary for the well-being of your organization.
Crafting a well-structured termination letter is crucial to ensure a smooth transition and minimize the risk of legal issues.
A termination letter should clearly state the reason for termination, the employee’s last day of work, and any severance or benefits information.
In this article, we’ll provide 15 sample termination letters that include a notice period, giving the employee time to wrap up their work and prepare for their departure.
These templates cover various scenarios and can be customized to fit your specific situation.
Keep reading to find the perfect termination letter template for your needs.
Sample Termination Letters with Notice Period
Here are 15 sample termination letters that include a notice period:
Letter 1: Termination Due to Company Restructuring
Subject: Notice of Termination – [Employee Name]
Dear [Employee Name],
Due to a company-wide restructuring effort, we regret to inform you that your position at [Company Name] will be eliminated effective [Termination Date]. Your last day of work will be [Last Day of Work], which provides a [Notice Period] notice period.
During this notice period, you are expected to continue fulfilling your job duties and assist with the transition of your responsibilities. You will receive your regular pay and benefits through your last day of work.
Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
We appreciate your contributions to [Company Name] and wish you the best in your future endeavors. If you have any questions or concerns, please don’t hesitate to contact Human Resources.
Sincerely,
[Your Name]
[Your Title]
Letter 2: Termination for Poor Performance
Subject: Termination Notice – [Employee Name]
Dear [Employee Name],
Despite multiple performance improvement plans and coaching sessions, your work performance has not met the expectations outlined in your job description. As a result, we have made the difficult decision to terminate your employment with [Company Name], effective [Termination Date]. Your last day of work will be [Last Day of Work], providing you with a [Notice Period] notice period.
During this notice period, you are required to complete any outstanding projects and transfer your knowledge to your team members. You will continue to receive your regular compensation and benefits through your last day of work.
Please schedule a meeting with your manager to discuss the transition of your responsibilities and return all company property by your last day.
We wish you success in your future career path.
Sincerely,
[Your Name]
[Your Title]
Letter 3: Termination for Violation of Company Policy
Subject: Notice of Termination – [Employee Name]
Dear [Employee Name],
It has come to our attention that you have violated [Company Name]’s [Specific Policy] policy. As outlined in our employee handbook, this violation warrants immediate termination of employment. Your employment with [Company Name] will end effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are required to return all company property and complete any necessary exit interviews with Human Resources. You will receive your regular pay and benefits through your last day of work.
Please be advised that you are required to maintain confidentiality regarding company information and client data even after your termination.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 4: Termination Due to Position Elimination
Subject: Notice of Position Elimination and Termination – [Employee Name]
Dear [Employee Name],
I regret to inform you that due to organizational changes and budget constraints, your position at [Company Name] is being eliminated. As a result, your employment with the company will end effective [Termination Date]. Your last day of work will be [Last Day of Work], providing you with a [Notice Period] notice period.
During this notice period, please work with your manager to complete any outstanding projects and ensure a smooth transition of your responsibilities. You will continue to receive your regular compensation and benefits through your last day of work.
We appreciate your contributions to [Company Name] and understand that this news may be difficult. Our Human Resources department is available to assist you with any questions regarding your termination, including severance pay and benefits information.
Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
Thank you for your service to [Company Name]. We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Letter 5: Termination for Attendance Issues
Subject: Termination Notice – Attendance Issues – [Employee Name]
Dear [Employee Name],
Despite multiple warnings and opportunities for improvement, your attendance has not met the standards expected of employees at [Company Name]. As a result, we have decided to terminate your employment effective [Termination Date]. Your last day of work will be [Last Day of Work], which provides a [Notice Period] notice period.
During this notice period, you are expected to report to work as scheduled and complete any outstanding tasks. You will receive your regular pay and benefits through your last day of work.
Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
We wish you success in your future endeavors. If you have any questions, please don’t hesitate to contact Human Resources.
Sincerely,
[Your Name]
[Your Title]
Letter 6: Termination for Misconduct
Subject: Termination of Employment – Misconduct – [Employee Name]
Dear [Employee Name],
We have conducted an investigation into the recent incident involving [brief description of misconduct]. Based on our findings, we have determined that your actions constitute a serious violation of company policy and are grounds for immediate termination.
Your employment with [Company Name] is terminated effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are not required to report to work. However, you will receive your regular pay and benefits through your last day of employment. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by [Date].
Please be advised that you are required to maintain confidentiality regarding company information and client data even after your termination.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 7: Termination Due to End of Contract
Subject: Contract Termination Notice – [Employee Name]
Dear [Employee Name],
As per the terms of your employment contract with [Company Name], your contract is set to expire on [Contract End Date]. This letter serves as formal notice that your contract will not be renewed, and your employment with the company will end on that date.
Your last day of work will be [Last Day of Work], which provides a [Notice Period] notice period. During this time, please work with your manager to complete any outstanding projects and ensure a smooth transition of your responsibilities.
You will receive your final paycheck, including any accrued benefits, on [Final Pay Date]. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
We appreciate your contributions to [Company Name] during your contract period and wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Letter 8: Termination Due to Company Closure
Subject: Notice of Termination – Company Closure – [Employee Name]
Dear [Employee Name],
It is with deep regret that I inform you of the closure of [Company Name] due to [reason for closure]. As a result, all positions within the company, including yours, will be eliminated effective [Termination Date]. Your last day of work will be [Last Day of Work], providing you with a [Notice Period] notice period.
During this notice period, please work with your manager to wrap up any outstanding projects and assist with the company’s closure process. You will continue to receive your regular compensation and benefits through your last day of work.
Our Human Resources department will be in touch with you regarding severance pay, benefits information, and assistance with your job search. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
We sincerely apologize for any inconvenience this may cause and appreciate your understanding during this difficult time. If you have any questions, please don’t hesitate to reach out to Human Resources.
Sincerely,
[Your Name]
[Your Title]
Letter 9: Termination for Falsifying Information
Subject: Termination of Employment – Falsification of Information – [Employee Name]
Dear [Employee Name],
It has come to our attention that you have falsified information on your [specify document or instance, e.g., job application, timesheet, expense report]. This is a serious violation of company policy and a breach of trust, which has led us to the decision to terminate your employment with [Company Name] effective immediately.
Your last day of work will be [Last Day of Work], providing you with a [Notice Period] notice period. During this time, you are required to return all company property and complete any necessary exit interviews with Human Resources. You will receive your regular pay and benefits through your last day of work.
Please be advised that falsification of company documents may have legal consequences. [Company Name] reserves the right to take further action if deemed necessary.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 10: Termination for Insubordination
Subject: Notice of Termination – Insubordination – [Employee Name]
Dear [Employee Name],
Your recent actions on [Date] constitute insubordination, which is a serious offense and goes against [Company Name]’s code of conduct. Despite previous warnings and attempts to address this issue, your behavior has not improved. As a result, we have made the decision to terminate your employment effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are expected to continue fulfilling your job duties and maintain a professional demeanor. You will receive your regular pay and benefits through your last day of work.
Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by your last day.
If you have any questions or concerns, please contact Human Resources.
Sincerely,
[Your Name]
[Your Title]
Letter 11: Termination for Theft
Subject: Termination of Employment – Theft – [Employee Name]
Dear [Employee Name],
We have conducted an investigation into the recent incident involving the theft of company property. Based on the evidence gathered, we have determined that you were involved in this misconduct, which is a severe violation of company policy and trust.
As a result, your employment with [Company Name] is terminated effective immediately, with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are not required to report to work. However, you will receive your regular pay and benefits through your last day of employment. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by [Date].
Please be advised that [Company Name] may pursue legal action in response to this incident.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 12: Termination for Violation of Non-Compete Agreement
Subject: Termination Notice – Violation of Non-Compete Agreement – [Employee Name]
Dear [Employee Name],
It has come to our attention that you have violated the non-compete agreement you signed upon accepting employment with [Company Name]. As per the terms of this agreement, engaging in work for a direct competitor while employed by our company is strictly prohibited.
Due to this breach of contract, we have made the decision to terminate your employment effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are required to return all company property and confidential information. You will receive your regular pay and benefits through your last day of work.
Please be advised that the non-compete agreement remains in effect for [Duration] following your termination, and any further violations may result in legal action.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 13: Termination for Inappropriate Behavior
Subject: Termination of Employment – Inappropriate Behavior – [Employee Name]
Dear [Employee Name],
We have received multiple complaints regarding your inappropriate behavior towards colleagues and clients. After a thorough investigation, we have determined that your actions violate [Company Name]’s code of conduct and create a hostile work environment.
Consequently, we have made the decision to terminate your employment effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are not required to report to work. However, you will receive your regular pay and benefits through your last day of employment. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by [Date].
We take matters of workplace harassment and misconduct very seriously, and we are committed to maintaining a safe and respectful work environment for all employees.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 14: Termination for Breach of Confidentiality
Subject: Notice of Termination – Breach of Confidentiality – [Employee Name]
Dear [Employee Name],
It has come to our attention that you have breached the confidentiality agreement you signed upon accepting employment with [Company Name]. Sharing confidential company information with unauthorized parties is a serious violation of trust and company policy.
As a result of this breach, we have made the decision to terminate your employment effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are required to return all company property and confidential materials in your possession. You will receive your regular pay and benefits through your last day of work.
Please be advised that the confidentiality agreement remains in effect indefinitely following your termination, and any further violations may result in legal action.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Letter 15: Termination for Endangering Health and Safety
Subject: Termination of Employment – Endangering Health and Safety – [Employee Name]
Dear [Employee Name],
We have received reports of your actions on [Date], which endangered the health and safety of your colleagues and violated [Company Name]’s safety protocols. After conducting an investigation, we have determined that your behavior constitutes gross negligence and is grounds for immediate termination.
Consequently, your employment with [Company Name] is terminated effective [Termination Date], with a [Notice Period] notice period. Your last day of work will be [Last Day of Work].
During this notice period, you are not required to report to work. However, you will receive your regular pay and benefits through your last day of employment. Please return all company property, including your employee ID, keys, and any equipment issued to you, to the Human Resources department by [Date].
We take the safety and well-being of our employees very seriously, and we cannot tolerate actions that put others at risk.
If you have any questions, please contact the Human Resources department.
Sincerely,
[Your Name]
[Your Title]
Wrapping Up Termination Letters with Notice Periods
Termination letters serve as an official record of an employee’s separation from the company and help protect the organization from potential legal issues.
By providing a notice period, you give the employee time to process the news, wrap up their work, and prepare for their next steps.
Always ensure that your termination letters are clear, concise, and professional, and tailor them to fit your specific circumstances.
Remember to consult with your legal team and human resources department to ensure that your termination process complies with local laws and regulations.
With these sample termination letters as a guide, you can navigate the challenging task of ending an employment relationship with grace and professionalism.