Offboarding
Termination Notice Email Template
Formally notify an employee of their termination with clear reasoning, final day details, and next steps.
When to use this template
You need to formally communicate an employment termination decision to an employee, including the effective date, reason, and information about final pay, benefits, and return of company property.
Example subject line
Notice of Employment Termination — Effective March 31, 2026
Tips for writing this email
- State the termination decision and effective date clearly in the opening paragraph — do not bury the key information.
- Include specific details about final paycheck timing, unused PTO payout, COBRA health insurance continuation, and any severance terms.
- Provide a checklist of items the employee needs to return — laptop, badge, keys, parking pass — along with the deadline and process.
- Direct the employee to HR for questions and include the HR contact name, phone number, and email for easy follow-up.
What to avoid
- Do not use vague language like "we are exploring changes to your role" — be direct that this is a termination.
- Avoid including excessive justification or rehashing every performance issue — keep the reasoning concise and factual.
- Do not send the termination notice without first consulting legal counsel and HR to ensure compliance with employment law.
- Avoid a cold or impersonal tone — acknowledge the employee's contributions even when the decision is final.
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Generate This EmailFrequently Asked Questions
What must a termination notice include?
The effective termination date, reason for termination, final paycheck details, information about benefits continuation such as COBRA, a list of company property to return, and HR contact information for questions.
Should a termination notice be delivered in person or by email?
Best practice is to deliver the news in a private, in-person meeting first, then follow up with a formal written notice by email. The written document serves as the official legal record.
Can an employee challenge a termination?
Yes. Employees may challenge a termination if they believe it was discriminatory, retaliatory, or violated their contract terms. This is why thorough documentation throughout the performance management process is critical.
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