Employment and HRLetter
Employee termination letter template
Confirm a dismissal in writing, clearly and respectfully: the decision and its reason, the last day, notice and final pay, what to return, and how to appeal. The employee signs to acknowledge receipt.
Opens in the Salsox editor with 4 signing fields already placed for Manager and Employee. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Manager (you)
- Employee
Preview
Termination of Employment
24 October 2026Dear Thomas Reid,
Re: Termination of your employment as Warehouse Supervisor with Harlow Distribution Ltd
The decision
Further to our meeting on 22 October 2026, I am writing to confirm the decision to end your employment. The reason is repeated failure to follow the forklift safety procedure, after a written warning on 4 August 2026 and a final written warning on 18 September 2026.
Notice and last day
You are entitled to four weeks of notice. you will be paid for your notice period but are not required to work it. Your last working day is 24 October 2026.
Final pay
Your final pay will include salary for the notice period and 5 days of accrued, unused holiday, paid on 31 October 2026, less the usual deductions. You will receive your final payslip and any tax documents in the usual way.
Company property
Please return your access card, uniform and handheld scanner by your last working day. Access to company systems will end on that day.
Your right to appeal
If you disagree with this decision, you may appeal in writing by 7 November 2026, stating the grounds of your appeal, to Priya Shah, HR Manager, hr@harlowdistribution.example. The appeal will be heard by someone who was not involved in the decision.
Next steps
If you have questions about your final pay, benefits or references, please contact the HR team.
Thomas, thank you for your work with us. I wish you well for the future.
Yours sincerely,
Signature · ManagerClaire Dawson, Operations Manager
Acknowledgement of receipt
I acknowledge that I have received this letter. Signing confirms receipt only; it does not mean I agree with its contents.
Signature: Signature · Employee Date: Date · Employee Name: Name · Employee
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Employee termination letter template
A termination letter confirms in writing a decision that has already been explained to the employee in person. It should never be the way someone first learns they are losing their job. What it does is give them, and you, a clear record of the decision, the reason, the dates, and what happens next.
This template states the reason factually and refers to the earlier warnings or process that led to it, sets out notice and how it will be handled, lists what final pay includes and when it arrives, and explains how to appeal. The employee signs only to acknowledge they received the letter, not that they agree with it, and the letter says so.
Dismissal law differs widely: some countries require a specific procedure, notice periods set by statute, or written reasons within a deadline. Make sure the process you followed meets the law where the employee works before the letter goes out. Sending it through Salsox gives you a record of when it was delivered and opened.
- Signers
- 2
- Signing fields placed
- 4
- Details to fill in
- 16
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
Does the employee have to sign a termination letter?
No. The signature here only confirms receipt, and the letter says that signing does not mean agreeing. If they decline to sign, the delivery record still shows it was sent and opened.
Should the letter give a reason?
In most places, yes, and some laws require written reasons. State the reason factually and refer to the process followed, such as earlier warnings, without adding opinions.
Can this letter be used for redundancy?
The structure works, but redundancy often has its own legal steps, such as consultation and selection criteria, and different pay. Adapt the reason and add the redundancy terms that apply.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.