How to write termination emails? (With examples & templates)

Termination emails are a part of HR, formal documentation of ending an employee’s job in a company. These emails explain the reason for termination, last working day and any next steps like returning company property.

By being clear on this information a termination email minimizes confusion and is professional for both parties involved.

These are used for various situations from performance issues to restructuring and end of contract roles. Whatever the reason knowing how to write a good termination email is key to managing this process.

In this post we will show you how to write clear and respectful termination emails with examples and templates so you can be precise, professional and legally compliant.

What is a termination email and why is it important?

What a termination email does

A termination email informs an employee that their employment with the company is ending, it’s part of the offboarding process. Unlike verbal or in person notifications a termination email provides a written record so all information is clearly communicated and documented.

It allows both employer and employee to know the terms and timing of the employment termination and reduces misunderstandings.

According to the Society for Human Resource Management, well written termination communications are key to protecting the company legally and employee morale. SHRM says “clear consistent documentation not only strengthens the company’s legal position but also supports fair treatment of all employees”.

This is especially important in sensitive terminations or where severance or final payments are involved.

Why tone and professionalism matters

The tone of the termination email is just as important as the content. A respectful and neutral tone will ensure the message is received professionally and avoid conflicts or negative perceptions.

Although the message itself is hard to deliver, using empathetic and professional language will make the recipient feel respected even in difficult circumstances.

As Rebecca Knight, author of "The right way to fire someone", says, the way you communicate a layoff or termination has a big impact on the employee’s experience and your organisation’s reputation. Knight also says “compassionate communication helps the employee to process the situation with dignity” and sets a good example for the remaining team.

By being professional termination emails can help with a smoother transition for the employee and reduce disputes for the company.

What to include in a termination email

Basic parts to include

A termination email should be clear, concise and professional. To achieve this there are several parts to include in every termination email:

• Subject line: The subject line should be short and to the point, eg “Notice of Termination” or “End of Employment”. A clear subject line will ensure the email is taken seriously and easily found.
• Opening: Start with a polite greeting and a formal recognition of the employee’s role in the company, eg “Dear [Employee’s Name], we value your time at [Company Name].”
• Reason for termination: State the reason for termination clearly but tactfully, without unnecessary detail. Eg “This is as a result of a recent performance review” or “This is part of a company wide restructuring”.
• Last day of work: Specify the employee’s last day to avoid confusion and allow time to plan the transition.
• Compensation: Any final pay, severance and benefits, what the employee can expect in terms of salary and unused leave.
• Next steps: Any actions required, eg return company property, complete exit paperwork, participate in an exit interview.
• Closing: End with a supportive tone, eg “We wish you all the best” to be professional and leave a good impression.

Why each part matters

Each part of the termination email serves a purpose, together to ensure a smooth offboarding for the employee and reduce misunderstandings.

• Subject line: A clear subject line will help the recipient understand the email’s urgency and won’t get lost.
• Opening: Starting with a polite tone sets the tone and shows appreciation even if the circumstances are tough. This is especially important to maintain a good professional relationship after employment ends.
• Reason for termination: Explaining the reason provides transparency which is for legal and HR purposes. While it’s not always required, specifying the reason will give the employee reassurance that the decision is based on facts.
• Last day of work: Specifying the last day of work allows the employee to plan and for HR to align any exit procedures with their timeline.
• Compensation: Clear information on final pay and benefits avoids confusion around payment or benefits and helps with the transition.
• Next steps: Outlining the next steps will help the employee know what’s required of them, eg return company property or complete paperwork. It will also help HR to have an organized and complete offboarding process.
• Closing: Ending with a positive and polite tone will maintain a professional relationship and contribute to a good company culture for the departing employee and the rest of the team.

Each part of a termination email helps to make the offboarding process clearer, more polite and as professional as possible and in line with HR best practice and a fair offboarding.

How to write each part of a termination email

The subject line

The subject line of a termination email should be clear to avoid confusion. Keep it short and professional, eg “End of Employment” or “Termination of Employment”.

Avoid vague phrases that could mislead the recipient, a clear subject line will tell the recipient what the email is about and allow them to process the message accordingly.

Example subject lines:

• “Notice of Employment Termination”
• “End of Employment Notification”

Starting polite and empathetic

The opening of a termination email should be a balance of professional and empathetic. Acknowledge the employee’s role even if their performance didn’t meet expectations.

For example “Dear [Employee’s Name], we would like to thank you for your time at [Company Name].” This kind of acknowledgement will set a polite tone and make the rest of the message less jarring.

Example opening:

• “Dear [Employee’s Name], thanks for your time and for being part of our team at [Company].”

Stating the termination

After the opening, state the termination decision clearly. Avoid ambiguity which can cause confusion, so be direct. For example “We regret to inform you that your employment with [Company] will end on [Date].”

Being clear will help the recipient understand the purpose of the email and reduce further questions.

Sample statement:

• “We have decided to terminate your employment on [Date].”

Reason for termination

Including the reason for termination can be helpful but this will depend on the situation. For poor performance, state the reason professionally, eg “This decision is based on performance reviews over the past few months”.

For company restructuring, you might say “This termination is due to changes within the company and not your individual performance”. Keep this section brief and neutral to avoid being too critical or harsh.

Example reasons:

• For performance: “Following recent performance reviews we’ve decided to end employment.”
• For restructuring: “This is part of a company wide restructuring.”

Last day of work and transition instructions

Specifying the last day of work will help the employee know the timeline and prepare for their offboarding. This is also where you can clarify handover tasks or property return requirements. For example “Your last day of work will be [Date].

Please return all company property, such as laptops and ID badges, by this date”. This will help with a smooth offboarding and ensure all company resources are returned.

Sample statement:

• “Your last day of work will be [Date]. Please finish all outstanding tasks and return all company property.”

Final pay and benefits

This section should cover the employee’s final pay, unused leave and any severance benefits if applicable. For example “You will receive your final pay which includes payment for any unused leave on [Date].

If eligible severance benefits will be provided according to company policy”. Being clear on pay will reduce confusion and make the transition smoother.

Sample compensation details:

• “You will receive your final pay on [Date] which includes payment for accrued leave.”
• “If eligible severance pay will be issued according to company policy.”

Next steps and contact

Next steps should outline what the employee needs to do, eg an exit interview or complete additional paperwork. Also include HR contact details so the employee can follow up on any questions or remaining benefits.

For example “If you have any questions about your final pay or benefits please contact HR at [Email or Phone Number\”. This will support while keeping things tidy.

Example next steps:

• “Please contact HR at [Contact Information] about your benefits or final pay.”

End with a nice note

Close with a friendly tone and respect for their future. For example “Thanks for your service and good luck in your next career”

This nice closing keeps it professional and will help the recipient no matter what the reason for termination.

Example closing:

• “Thanks for your service to [Company] and good luck in your next career”

This will cover each section of the email with clarity, respect and professionalism and make the offboarding smooth and clear for the exiting employee.

Examples for different situations

Poor performance

When terminating for performance issues it’s important to be respectful and to the point. This email should reference previous discussions or reviews so the employee knows it’s not a sudden decision.

Example:

Termination for policy breaches or misconduct

When terminating for policy breaches it’s important to be direct but neutral, stick to the facts and avoid personal comments and state the policy that was breached.

Example:

Termination for company restructuring or layoff

Terminations for restructuring or layoff should be empathetic and make it clear it’s not a performance issue.

Example:

End of contract or temp position

For employees on temp or contract assignments termination emails should reference the end date and thank them for their service.

Example:

Termination during probation

When terminating an employee during their probation period you should acknowledge the probation was to evaluate fit and suitability. This email should be to the point and thank the employee for their effort.

Example:

Redundancy

When a position is being eliminated completely the message should state the decision is based on business needs not employee performance. Offering help or references can show you care.

Example:

Termination due to health reasons (voluntary or mutual agreement)

When an employee’s health prevents them from performing their role an email should be empathetic and offer any help. Make sure to check legal and HR guidelines as health related terminations may involve additional legal considerations.

Example:

Termination for not renewing a license or certification

Some roles require specific licenses or certifications. If an employee can’t renew or maintain these this email can explain the requirements for the role.

Example:

Termination due to absenteeism or repeated unapproved absences

When absences continue after warnings it’s important to document the issue and state how it affects the team and role reliability.

Example:

Termination following a breach of confidentiality

If an employee has breached confidentiality or data policies it’s important to state this breach clearly in the termination email while being professional and direct.

Example:

These templates are polite and clear for each scenario to avoid confusion. Writing a termination email from scratch can be tough especially when you need to be clear, empathetic and professional.

Not sure how to write professional termination emails? Use MailMaestro, an AI email assistant for Outlook and Gmail.

These templates are here to help, with placeholders for the employee’s name, reason for termination, last day and compensation details. Each template is for a specific scenario so you can choose the one that fits the situation.

Basic email template for termination email

This template is for general terminations where no reason needs to be stated. It covers the basics only.

Template:

Termination due to policy violation template

When termination is due to a policy violation this template allows you to state the issue directly and professionally while being polite.

Template:

Termination due to restructuring or layoffs template

This template is for company wide restructuring or economic reasons. It acknowledges the employee’s time and states the decision is not performance based.

Template:

End of contract or temp termination template

For employees who were on a temporary or contract role this template confirms the end of employment and thanks the person for their time.

Template:

Termination due to absenteeism template

This template is for attendance issues. It’s direct and respectful so the employee knows why they’re being terminated.

Template:

These templates can be customised to fit your situation and save time while being professional, clear and respectful.

They help companies to communicate clearly with employees during tough times and deliver all the necessary information in a kind and professional way.

How to write a termination email

Writing a termination email is all about balance – empathy and professionalism. The tone, wording and format all count when it comes to how it’s received by the departing employee and the company.

Here are some top tips to make your termination email clear, professional and respectful.

Be concise and specific

When writing a termination email clarity is key. Avoid being vague or too detailed. Instead be specific and to the point. For example instead of saying “We think it’s best to go our separate ways” say “Your employment will end on [Date].”

This removes any confusion and makes the email clear.

Tip: Keep each sentence short and to the point. A clear message reduces misunderstandings and delivers all the necessary information.

Don’t use emotive or biased language

Even in tough situations it’s important to stay neutral and factual. Avoid emotive or judgemental language as it can create tension and make things worse.

For example instead of saying “You have been disappointing” say “We haven’t seen the required improvement in performance”. This is respectful and reduces the risk of offence.

Example: Instead of “unacceptable behaviour” say “behaviour not in line with company policy”.

Consult with HR or legal if necessary

In some termination situations especially those with legal implications, it’s best to consult with HR or legal. This ensures the email complies with company policy and the law and protects the company and the employee.

HR or legal can advise on specific language or content to avoid any issues.

Tip: For policy breaches or health related terminations legal guidance is especially important to ensure compliance with employment laws.

Be empathetic but professional

Terminations are tough for employees so being empathetic in your tone can help. Simple expressions of gratitude like “We appreciate your time and efforts” shows the company values the employee’s time and work even if the decision to go our separate ways was necessary.

But don’t over do the sympathy as it can dilute the message and create confusion.

Example: “We know this will be tough and good luck for the future.”

Support during the transition and available resources

Offering support during the transition can help the employee feel looked after and reduce the stress of job loss. Mentioning available resources like HR contact, final pay and benefits information shows the company is thinking about a smooth transition.

In lay-offs or restructures you might even offer a reference or outplacement services to help the employee’s career.

Tip: Include HR contact so employees have someone to ask questions or for support.

Add a clear call-to-action if required

A call-to-action (CTA) provides specific instructions for the employee to follow, so they know what’s expected of them. This might be returning company property, completing exit paperwork or contacting HR with questions about final pay.

Including a CTA helps the employee know exactly what’s required of them and makes for a smooth end to their role.

Example CTA: “Please return all company property, including your laptop and ID badge, by [Date].”

These tips combined will help you be respectful, compliant and supportive in your termination email. Follow these and you’ll be clear and professional in the termination process and leave a positive and respectful impression on the departing employee.

Termination email legal considerations

When writing a termination email you need to keep legal considerations in mind to be compliant with employment laws and protect the company and the employee. Termination communications need to be handled carefully to avoid legal action so this section covers the main legal points to consider.

Compliance with employment laws

Employment laws vary by location and industry so the termination process will be different. You need to follow any legal requirements around notice periods, severance pay and specific procedures for employee termination.

For example in some cases employees may be entitled to a formal hearing or performance improvement plan (PIP) before termination especially for long serving employees.

Tip: Check local laws or consult with HR or legal professionals to ensure all legal requirements are met before finalising the email. If possible document any steps taken before termination like warnings or disciplinary action.

Documentation is key

Documentation is crucial in the termination process. Keep a record of all communication related to the termination – including warnings, performance reviews and any formal disciplinary actions – to protect the company in case of legal disputes.

The termination email itself should be saved and filed as part of the employee’s file as proof of notice.

Tip: Record all previous conversations, performance reviews or other communications that led to the decision so you have context if questions arise later.

Confidentiality and security

Confidentiality is key in termination communications. Only share sensitive information especially performance or personal information with those who need to know.

Also protect company security by outlining clearly what’s required, like return of company property or revocation of access to company systems.

Tip: Specify what company property needs to be returned and confirm the process for disabling access to company resources like email, databases and other proprietary systems.

Non-discrimination and fairness

To avoid discrimination claims termination decisions should always be based on clear documented reasons like performance or business needs not protected characteristics (e.g. race, gender, age or disability).

Treat all employees fairly and consistently to mitigate legal risk and promote a positive company culture.

Example: A performance related termination should be based on documented performance reviews and metrics not subjective opinions which could be misinterpreted as biased.

Severance and benefits information

For some terminations severance pay may be required by company policy or local law especially in layoffs or restructuring. Some jurisdictions also require companies to offer benefits continuation for a certain period after termination.

Clearly outline severance terms, benefits continuation and any unused vacation or paid time off in the termination email to avoid confusion.

Tip: If offering severance include in the email or state the employee will receive additional documents with more information.

Consult HR or legal for sensitive terminations

For complex or sensitive terminations like policy violations, misconduct or health related issues, it’s highly recommended to consult HR or legal.

They can advise on the right language, ensure compliance with relevant laws and confirm the termination decision is legally watertight.

Example: If an employee is being terminated for repeated absences due to a medical condition, you need to follow all legal requirements including disability and medical leave policies to avoid discrimination claims.

Final words

A clear and respectful termination email is key to a professional exit. A well crafted email gives the employee important information, is respectful and avoids confusion.

You can also use an AI email assistant like MailMaestro to make your termination emails even more efficient, professional.

By following this guide companies can make it smoother, protect their brand and treat employees fairly during this transition.

FAQs

1. When should I send the termination email?

Send at the end of the day or week so the employee has time to process privately. Don’t send on weekends or holidays.

2. How long should the email be?

Keep it short—only a few paragraphs—covering only the important bits like end date, reason (if necessary) and next steps.

3. Do I need to include the reason for termination?

Include a reason depends on context; useful for performance related terminations but minimal for layoffs like “due to restructuring”.

4. Should a termination email be followed by a formal letter?

For full time or long term employees a formal letter may be useful as additional documentation but an email is immediate notice.

5. Should I CC anyone in the termination email?

Generally don’t CC to keep it private; consult HR if you need to CC legal or HR for record keeping purposes.