Please note: This template is only intended for general usage and does not constitute professional or legal advice. To ensure your termination letter is legally compliant, consult with a qualified legal professional.
Example 1: Termination with cause
[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]
Subject: Notice of termination of employment (with cause)
Dear [Employee’s Name],
We are writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to [specific reason, e.g., repeated policy violations or performance issues].
This decision is based on a thorough assessment of your [conduct/behavior/performance] and made only after careful consideration for the following reasons:
- [Detailed example of the issue, e.g., consistent failure to meet performance targets despite feedback and support provided on (specific dates)].
- [Mention any prior warnings or disciplinary actions, e.g., written warning issued on (specific dates)].
Your final paycheck, including compensation for [any accrued benefits, if applicable], will be provided on [date]. Please note that this decision is final and non-negotiable; legal action may be taken if necessary.
Please return all company property, including [list items], by [deadline]. If you have questions, please contact [HR Contact Name] at [email address/phone number].
Yours Sincerely,
[Manager’s Name]
[Job Title]
Example 2: Termination without cause
[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]
Subject: Notice of termination of employment (without cause)
Dear [Employee’s Name],
We regret to inform you that your position with [Company Name] will be terminated, effective [termination date]. This decision is not related to your performance but is due to [reason, e.g., company restructuring or budget constraints].
You will receive your final paycheck, including any accrued leave or overtime, on [date]. Additionally, you will receive severance pay as outlined in our company policy, totaling [amount]. Information regarding the continuation of benefits through [e.g., COBRA] will be provided separately.
Please return all company property, including [list items], by [deadline]. Should you require further assistance, feel free to reach out to [HR Contact Name] at [email/phone].
We thank you for your contributions to [Company Name] and wish you all the best in your future endeavors.
Sincerely,
[Manager’s Name]
[Job Title]
Example 3: Contract termination
[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]
Subject: Confirmation of end of employment contract
Dear [Employee’s Name],
We are writing to formally notify you that your employment contract with [Company Name], dated [start date], will conclude as scheduled on [contract end date]. This marks the end of our agreement as per the terms outlined in your contract.
We want to thank you for your dedication to [specific project or company goal] during your time with us. Your final paycheck will include compensation for any unused leave or other entitlements and will be processed on [date].
Please return all company property, including [list items], by [deadline]. If you have any questions or require employment verification, please contact [HR Contact Name] at [email/phone].
Best regards,
[Manager’s Name]
[Job Title]
Example 4: Probationary period termination
[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]
Subject: Notice of termination of employment during the probationary period
Dear [Employee’s Name],
We are writing to inform you that your employment with [Company Name] is terminated effective [date] due to [specific reason, e.g., repeated policy violations or performance issues].
This decision is based on a thorough assessment of your [conduct/behavior/performance] and made only after careful consideration for the following reasons:
- [Detailed example of the issue, e.g., consistent failure to meet performance targets despite feedback and support provided on (specific dates)].
- [Mention any prior warnings or disciplinary actions, e.g., written warning issued on (specific dates)].
Your final paycheck, including compensation for [specific entitlements, if applicable], will be processed on [date]. Please ensure all company property, such as [list items], is returned by [deadline].
If you have any questions or need further assistance, feel free to contact [HR Contact Name] at [email/phone].
We wish you the best in your future endeavors.
Yours Sincerely,
[Manager’s Name]
[Job Title]
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