Employment Termination Letter
For employers confirming an employee's separation in writing after the termination meeting. It gives the practical information the employee needs and keeps the tone factual.
- Fields
- 21
- Pages
- 2
- Paper
- Letter
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Before you start
What you need to fill it in
- Employee name and address
- Separation date and last day worked
- Reason category, if you choose to state one
- Final paycheck date and what it includes (state deadlines vary)
- Benefits end date and COBRA or state continuation information
- Company property to return and how
What's inside
21 fields, ready to fill
- 11Typed answersnames, addresses, descriptions
- 7Dateschecked as real dates
- 2Choicescheckboxes, options, dropdowns
- 1Signaturessignature and initials
6 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Employment Termination Letter
- 1
Address the letter
Enter the employee's name and home address and the letter date.
- 2
State the separation
Enter the separation date. Choose whether to state a reason; if you do, keep it brief and consistent with your records.
- 3
Explain final pay
Enter when final wages will be paid and whether accrued vacation or other amounts are included.
- 4
Benefits and property
Enter the benefits end date and list property to return. Say when continuation coverage notices will arrive.
- 5
Sign and deliver
Sign as an authorized representative. Keep a copy in the personnel file.
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What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This template is a general starting point, not legal advice. Employment laws differ by state and country; have a qualified professional or HR advisor review it for your situation.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Employment Termination Letter: questions people ask
Do I have to state a reason for termination?
In most at-will states, no. Some states require a service letter on request stating the reason, and any reason you state should match your documentation.
When is the final paycheck due?
It depends on the state. Some require payment on the last day, others by the next regular payday. Check the governing state before setting the date.
What notices are required at termination?
Requirements vary: some states require a separation notice or unemployment insurance information, and group health plans have COBRA notice deadlines. Ask HR or counsel for your state's list.
Should the employee sign the letter?
Not necessary. An acknowledgment of receipt is optional. A severance agreement with a release is a separate document.
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