This guide is written for HR professionals, people managers, and in-house counsel who must draft, review, or deliver a sample letter of termination of appointment. Termination letters are formal, legally significant documents — not casual emails or performance coaching notes — and getting them right reduces legal risk, preserves dignity, and clarifies next steps for both parties.
Throughout this guide you’ll find practical rules, clear examples, and short templates you can adapt. When drafting any sample letter of termination of appointment, balance legal clarity with respectful language, and always coordinate with HR and legal counsel.
Sources referenced include HR templates and expert guidance from HR glossaries and practitioner sites such as Workable, HR Acuity, Breezy HR, and AIHR for examples and best practices. See links inline where relevant.
What is a sample letter of termination of appointment and why does it matter
A sample letter of termination of appointment is a formal employer document that notifies an employee their employment relationship is ending and sets out the reasons, effective date, and practical next steps. It serves several critical purposes:
Creates a clear, contemporaneous record of the employer’s decision and the grounds for termination.
Communicates logistics: final pay, benefits, last day, return of company property, and HR contact information.
Signals legal position and compliance steps (notice, severance, statutory entitlements).
Helps prevent misunderstandings and preserves evidence in the event of a dispute.
Because of this, templates should not be casual. Use precise, factual language and avoid speculation, emotive language, or promises you cannot confirm. See a definition and overview at the HR glossary for termination letters web.hr/glossary.
What key elements must a sample letter of termination of appointment include
A well-structured sample letter of termination of appointment typically contains these essential elements:
Heading and date: company name, employee name, position, and the date the letter is issued.
Clear statement of termination: explicit wording that employment is terminated and the effective date.
Reason for termination: concise factual explanation (for-cause or without-cause), with reference to prior warnings or documentation if relevant.
Final compensation and benefits: details of final paycheck, accrued vacation payout, severance (if any), and benefit continuation (COBRA or local equivalent).
Return of property and access: instructions for company equipment, keys, ID badges, and account access.
Post-termination logistics: last working day, whether pay in lieu of notice applies, and any confidentiality obligations or non-compete reminders.
HR contact: a named contact for questions about final pay, benefits, or references.
Signature and title: signature of the authorized representative (HR lead or manager).
Workable’s termination templates and guidance list similar core components you should include and adapt to local legal requirements Workable employee termination template. HR Acuity also provides practical templates and emphasizes documenting the reason and related prior steps in the process HR Acuity templates.
What types of situations require a sample letter of termination of appointment
Termination scenarios affect phrasing, required notices, and legal risks. Common categories include:
For-cause termination: due to misconduct, gross negligence, policy violations, or repeated poor performance. For-cause letters should be specific and tie the decision to documented incidents and prior corrective steps.
Without-cause termination: layoffs or reorganizations where the employer ends the employment for business reasons. These often include notice periods or severance arrangements.
Probationary period terminations: ending employment during or at the end of a probationary period, typically with shorter notice and a simpler explanation.
Contract or fixed-term appointment ending: where the contract term has expired; a contract termination letter may simply confirm non-renewal and next steps.
Immediate terminations: where safety or legal concerns require immediate removal; document the reason carefully and involve legal counsel.
Each scenario has different legal and HR implications. For example, a for-cause dismissal should reference prior warnings and performance improvement plans, while a layoff letter should explain business reasons and any available rehire processes. See examples and scenario notes from Breezy HR and AIHR for templates and use cases Breezy HR examples AIHR termination template.
What are practical sample letter of termination of appointment templates for common scenarios
Below are three adaptable templates. Always insert company letterhead, local legal disclaimers, and review with legal/HR before sending.
Template A — For-cause termination (performance or policy violation)
[Company Letterhead]
Date: [Date]
To: [Employee Name], [Position]
Subject: Notice of Termination of Appointment — Effective [Date]
Dear [Employee Name],
This letter confirms that your employment with [Company] is terminated for cause effective [last working day, date]. This decision follows documented incidents on [dates] and previous discussions and warnings, including [reference to PIP or written warnings]. Despite these interventions, performance/policy compliance has not met the requirements for your role.
Your final paycheck will include earnings through [date], payment for accrued and unused vacation of [amount], and any applicable deductions. Information about benefits continuation and final pay is enclosed. Please return all company property, including [list items], by [date]. For questions about final pay, benefits, or property return, contact [HR contact name, phone, email].
This decision is final. You are reminded of your ongoing obligations under the [confidentiality/non-disclosure/non-compete] agreement dated [date].
Sincerely,
[Name], [Title]
Template B — Without-cause termination (layoff/restructuring)
[Company Letterhead]
Date: [Date]
To: [Employee Name], [Position]
Subject: Notice of Termination of Appointment — Effective [Date]
Dear [Employee Name],
Due to organizational restructuring, your position is being eliminated and your employment will end effective [last working day, date]. This change is unrelated to your personal performance and is a result of [brief business reason].
As discussed, you will receive [severance details or pay in lieu of notice], payment for accrued vacation, and continuation of benefits through [date] per company policy. Enclosed are details on severance, benefits, and outplacement support (if applicable). Please return company property by [date]. Contact [HR contact] for questions.
We appreciate your contributions and will provide a reference in accordance with company policy.
Sincerely,
[Name], [Title]
Template C — Probationary period termination
[Company Letterhead]
Date: [Date]
To: [Employee Name], [Position]
Subject: Notice of Termination of Appointment — End of Probationary Period
Dear [Employee Name],
This letter confirms that your probationary period concludes on [date] and we will not be continuing your employment. Your last day will be [date]. The decision is based on [concise factual reason such as "skill fit" or "performance metrics"], and follows our earlier discussions on [dates].
You will receive final pay for hours worked and accrued vacation. Please return company property by [date]. For questions, contact [HR contact].
Sincerely,
[Name], [Title]
For more sample templates and variations, see HR University and Indeed for contract and template examples HR University templates Indeed contract termination examples.
What common mistakes should you avoid when drafting a sample letter of termination of appointment
Avoid these pitfalls that increase legal exposure and reduce the clarity of your communication:
Vague language: Avoid ambiguous terms like “no longer a good fit” without context. Be factual and concise about the reason.
Omitting documentation: Don’t fail to reference prior warnings or corrective actions when applicable — documentation supports your decision.
Promising what you can’t deliver: Don’t promise severance, references, or benefits unless approved and confirmed in writing.
Inconsistent messages: Ensure the termination letter aligns with HR records, prior communications, and the manager’s statements.
Ignoring local law: Pay attention to statutory notice periods, final pay rules, and benefit continuation laws in your jurisdiction.
Public disclosure: Keep the content confidential; do not copy unnecessary parties.
Breezy HR’s set of “done right” examples highlights how phrasing and completeness reduce follow-up disputes and confusion Breezy HR examples.
What are best practices for delivering a sample letter of termination of appointment
How you deliver the message matters as much as the letter’s content. Follow these best practices:
Coordinate timing with HR and legal: Confirm the letter’s language and timing to satisfy legal and company policy requirements.
Deliver in person when possible: A face-to-face meeting (with HR present) is best for dignity and immediate questions. If remote, use video for a more humane approach.
Keep it brief and factual during the conversation: Use the letter to communicate details and next steps; avoid lengthy debate in the meeting.
Provide the letter immediately after the meeting: Give the employee the written document and a take-away packet with benefits information and HR contact details.
Offer a point of contact: Ensure the employee has a single HR representative to address questions about pay, benefits, and property return.
Secure company assets and access: Have IT and facilities protocols ready to recover equipment and revoke access, handled respectfully and promptly.
Prepare managers and staff communication: Plan follow-up communications for the team that are factual, brief, and protect the departing employee’s privacy.
Workable’s resources and HR Acuity templates underscore the importance of coordinating delivery with HR and legal and documenting the process Workable guidance HR Acuity templates.
What legal and HR documentation should accompany a sample letter of termination of appointment
A termination letter rarely stands alone. Attach or prepare these documents when relevant:
Final pay statement and calculation of accrued benefits.
Severance agreement or separation agreement (with release language) if offered.
COBRA or benefits continuation information and forms (or local equivalent).
Property return checklist and asset receipt form.
Statement of final performance documentation, PIPs, or prior written warnings (for internal record, not always attached to the letter).
Exit interview form and instructions for retrieval of personal items.
Termination checklist for HR to certify that procedural steps (notice, approvals) were completed.
If offering severance in exchange for a release, involve counsel to draft legally enforceable release language. The Emory HR termination sample includes formal structural examples suitable for institutional contexts Emory termination letter.
How to adapt a sample letter of termination of appointment to your jurisdiction and industry
Laws and norms vary by country and industry. To adapt templates:
Consult local employment statutes for notice, final pay timing, and mandatory benefits.
Align with union contracts or collective bargaining agreements where applicable.
For regulated industries, ensure you follow licensing and reporting obligations.
For international employees, consider immigration and work permit consequences.
Review confidentiality, data protection, and record retention rules.
Sites such as AIHR and HR University provide region-agnostic templates but advise tailoring to local legal requirements AIHR termination template HR University templates.
What should be in your internal checklist before issuing a sample letter of termination of appointment
Use this quick HR checklist:
Decision approved by authorized approver and legal counsel (if needed)
Termination letter drafted and reviewed for factual accuracy
Final pay and benefits amounts confirmed
Severance or release documents prepared (if applicable)
Access and asset recovery plan ready (IT, facilities)
Manager and HR aligned on delivery meeting and messaging
Employee support resources prepared (outplacement, EAP)
Documentation filed in personnel record
Following a consistent checklist reduces risk and improves fairness in execution.
What are sample follow-up steps after issuing a sample letter of termination of appointment
After the employee has been notified and the letter provided:
Provide the employee with a clear HR contact and timeline for final pay and benefits communications.
Execute property recovery and deactivate system access in a measured, documented way.
Conduct an exit interview if appropriate and safe.
Communicate to the team with a brief, professional statement, protecting confidentiality.
Retain records of the termination decision, letter, and supporting documents in accordance with record retention policies.
Additional resources and templates
Workable — Employee termination letter templates and guidance: https://resources.workable.com/employee-termination-letter-template
HR Acuity — Practical termination letter templates and HR process guidance: https://www.hracuity.com/resources/templates/employee-termination-letter-template/
Breezy HR — Real-world examples of termination letters done right: https://breezy.hr/blog/3-examples-of-termination-letters-done-right
AIHR — Termination letter template with notes on structure: https://www.aihr.com/blog/termination-letter-template/
Emory HR — Formal institutional termination letter example (pdf): https://hr.emory.edu/eu/_includes/documents/sections/employee-relations/termination-letter.pdf
These resources offer additional templates and sample language you can adapt for your organization.
Final reminder: a clear, factual sample letter of termination of appointment, coordinated with HR and legal, reduces risk and preserves dignity. Use templates as a starting point — not a substitute for local legal review — and document every step of the process.
If you need a short checklist or tailored sample for your situation (for-cause vs. layoff vs. probation), adapt one of the templates above and run it by legal counsel before delivery.
