Sample text in [brackets], replace with yours · HR & Office Templates
Termination Letter Template (Word & PDF)
A clear, respectful letter ending employment, covering the date, reason, final settlement and company property.
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Free for personal and commercial use · No watermark · Updated October 2026
Guide
About this termination letter template
A termination letter should leave no questions: when employment ends, why, what the employee will be paid and when, what they must return, and how they can appeal. This template covers each of these in plain, respectful language, and ends with an acknowledgement for the employee to sign. It works for termination after warnings, end of a project or role, and redundancy.
How to write a termination letter
- 1
Click "Edit online", or download the Word file.
- 2
Enter the employee's details and the effective termination date.
- 3
State the reason briefly and refer to earlier warnings or meetings by date.
- 4
List the final settlement: notice pay, salary to date, unused leave and other dues, and the payment date.
- 5
Hand it over in a private meeting, ask the employee to sign the acknowledgement and keep a copy.
Tips for terminating fairly
Check the law first
Notice periods, severance and valid reasons are set by labour law and the employment contract. Get HR or legal advice for difficult cases.
Keep it short
State the decision and the facts. Long explanations invite argument.
Pay on time
Pay the final settlement by the date promised, and provide an experience or relieving letter if due.
Recover access
Disable system access and collect equipment on the last day.
