A Written Termination Letter is a critical human resources document used to formally document the end of an employment relationship in the United States. This document serves multiple purposes: it provides clear written confirmation of employment termination, establishes the official termination date, outlines final compensation arrangements, explains the status of benefits, and details any continuing obligations or rights of either party. The letter must be crafted in compliance with federal laws such as Title VII, ADEA, ADA, and FLSA, as well as state-specific employment regulations. Written Termination Letters are essential risk management tools that help protect organizations from potential legal disputes by maintaining clear documentation of the termination process and ensuring all necessary information is communicated to the departing employee.
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1. Letter Header: Company letterhead, date, and recipient's contact information
2. Formal Notice of Termination: Clear statement of employment termination and effective date
3. Reason for Termination: Brief, factual statement of termination reason (if appropriate to include)
4. Final Pay Information: Details about last paycheck, including salary, accrued vacation, and other compensation
5. Company Property Return: List of company items to be returned and process for return
6. Benefits Information: Information about continuation or termination of benefits, including COBRA details
7. Closing Statement: Professional closing with contact information for future correspondence
1. Severance Package Details: Include when severance pay or additional benefits are being offered
2. Non-Compete Reminder: Include when employee is bound by existing non-compete or confidentiality agreements
3. Outplacement Services: Include when company is providing career transition assistance
4. Release Agreement Reference: Include when termination includes a separation agreement that needs to be signed
5. Exit Interview Information: Include when an exit interview will be conducted
6. Reference Policy: Include when specifying company policy on providing references
1. Final Payroll Calculation: Detailed breakdown of final payment including regular wages, bonuses, and accrued benefits
2. Company Property Checklist: Itemized list of company property to be returned
3. COBRA Rights Notice: Required legal notice explaining COBRA continuation coverage
4. State-Specific Notices: Any required state-specific termination notices or unemployment information
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Technology
Healthcare
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Manufacturing
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Professional Services
Education
Construction
Hospitality
Transportation
Energy
Telecommunications
Non-profit
Government
Media and Entertainment
Relevant Teams
Human Resources
Legal
Compliance
Employee Relations
Payroll
Executive Leadership
People Operations
Administrative
Relevant Roles
Human Resources Manager
HR Director
Human Resources Business Partner
Chief Human Resources Officer
Department Manager
Senior Manager
Director
Vice President
Chief Executive Officer
HR Coordinator
HR Specialist
Employee Relations Manager
Legal Counsel
Compliance Officer
Office Manager
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