How to Write A Notice of Termination of Employment

If you’re looking to write a termination notice and are unsure how to start, then you are in the right place. A termination letter is an important document that must be given to an employee before they leave an organization. 

Without following this due process of sending out a termination notice to an employee, your organization might be viewed as violating state and federal laws. It’s necessary to include important information, including the date of termination, the reason for termination, and much more. 

In this article, we will discuss what a termination letter is all about, why it is important to write a termination message, how to write a termination letter, and some samples of employee termination messages. 

What is an employee termination letter? 

An employee termination letter is a letter sent to or given to an employee to inform them of the end of their contract with an organization. It usually contains all the necessary information an employee needs to know before they leave the company. This letter needs to be clear enough and meet all the requirements for dismissing an employee. 

Why is it important to write a termination notice? 

Before you write a termination message, it’s necessary to understand why you need to. First of all, it’s a legal requirement from both the federal and state sectors of government. This letter serves as proof that your organization has taken the right steps to ensure it dismissed an employee the right way. 

Another reason that you might need to write a termination letter is to inform the employee of everything they need to know pertaining to their dismissal. This could be highlighting their expected last date at work, the reason for their termination, their next steps, and the required properties they need to return. This helps employees understand what they need to do and how to go about it. It’s a good way to show that you respect your employees and their time instead of dismissing them without any procedure. 

When should you write a termination notice?

There are two types of termination, which include voluntary and involuntary termination. Voluntary termination refers to when an employee cancels or ends the contract with an organization, often referred to as resigning. Most times, this type of termination does not require that you write a termination message to your employee; rather, you should receive a resignation letter from them. You can further advise them on next steps as needed. 

Involuntary termination is the type you would need to write a termination notice for. This involves when an employer ends a contract with an employee or dismisses them from working with their organization. To help ease their dismissal, HR must write a termination letter to outline all the necessary information they’ll need. 

What should be included in an employee termination letter? 

When you want to write a termination message, you’ll need to include some important details so your message is clear and concise. Ensure that you write the letter with empathy, remembering that you are cutting off an individual’s source of income. These include: 

• Employee’s details—their name, their position at the company, their employee ID, and so on. 
• Official date of termination. 
• Official reason for termination. 
• Appreciation for their work. 
• Information on the return of the company’s property, if any. 
• Information on benefits they will still have access to. 
• Information on who they need to reach out to if they have further questions. 
• Conclusion 
• Closing/signature—include your name, position at the company, and contact details. 

What are some sample employee termination letters? 

Here are some samples to help you craft a termination letter that gives the required information when dismissing an employee. 

Sample #1

February 20, 2024

Miss Cathyln Paul
Sales Representative
Employee ID: 345765

Letter of Termination 

Dear Cathyln Paul, 

We regret to inform you that we will be letting you off your duties as the sales representative at Gutler Stores. Your last official date at the company will be February 28, 2024. 

We’ve observed your performance over the last few months, and we are not impressed by it. After going through the performance management process, we came to the conclusion that we should end your contract with us. 

You’ll be required to return the company’s uniforms in good condition. Kindly visit the financial office to pick up your salary for the month. You’ll still have access to our insurance benefits and healthcare package until the end of this year. 

We are sorry for any inconvenience caused. If you have any further questions, ensure to visit the HR team to discuss more. Thank you for your job so far and your time with us. We wish you all the best in your future endeavors. 

Sincerely,
[signature]
David Marshall
HR Manager
Gutler Stores. 

Sample #2

June 17, 2025

Fred Donald
Digital Analyst
Employee ID: 238754
Freddonald@yahoo.com

Notice of Termination

Dear Fred Donald, 

This letter is to inform you that you will be laid off from your job as the digital analyst at Hutlab as of June 30, 2025. 

We would like you to know that this is a result of no fault of yours. Due to the serious financial issues our company has been experiencing for over seven months, we believe it’s best to let go of some positions in the company to save costs. 

Kindly note that you’ll be compensated for the next three months to send you off on the right foot. Your benefits package will also be accessible until the end of the three months. Visit the financial department to confirm that your details are correct. Reach out to the HR department if you need further assistance. 

We sincerely apologize for how this might affect you, and we wish you all the best in your future endeavors. Thank you for your time with us and working so hard to reach some of our goals. 

Best regards,
[signature]
Evelyn Hudson
CEO
Hutlab
evelynhudson@hutlab.com

Conclusion 

Knowing how to write a termination notice is only a piece of the puzzle. Employers and HR managers will need to understand why they need to write a letter of termination and ensure they include the required details in it. 

The post How to Write A Notice of Termination of Employment appeared first on The HR Digest.

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