Published November 10, 2025

Termination Letter PDF — Free Template (Private, No Upload)

Formal termination letters confirm key details after an employee separation meeting. They clarify the last day of work, benefits, return-of-property deadlines, and who to contact with questions. CourtPDF’sTermination Letter generator keeps that sensitive HR information on your device while producing a professional PDF.

When to use a termination letter

Provide a written termination letter after the conversation where you inform the employee of the decision. The letter documents the date, clarifies expectations, and can be referenced if unemployment claims or disputes arise. HR teams often issue letters when:

• An employee is dismissed for cause and you need the reason noted in writing.
• A layoff or reduction-in-force requires documentation for severance or benefit administrators.
• You are closing a contract assignment or seasonal role and must acknowledge the end date.
• Equipment or credentials must be returned to maintain security or compliance.

What to include in the PDF

Every termination letter should outline the role, the employee’s last day, and instructions about pay or benefits. Add a paragraph about returning property (keys, badges, laptops), and include a contact person for follow-up questions. If you are providing a reason for cause, keep it factual and reference any final warnings or performance plans already delivered. Finish with printed names and titles for HR and the manager signing the letter.

At-will versus for-cause separations

In at-will employment states, you are not required to state a cause, but many organizations still mention “business reasons” or restructuring to reduce speculation. For-cause terminations—such as policy violations or chronic performance issues—may require additional detail depending on your jurisdiction or company policies. Keep the tone professional and avoid new accusations that were not previously documented.

How to generate it with CourtPDF

1. Open the Termination Letter PDF tool.
2. Fill in the employer, employee, position, and termination date.
3. Add optional reasoning, return-of-property instructions, and HR contact information.
4. List at least one signer with title, then download the PDF—everything renders privately in your browser.

Frequently asked questions

Do I need a lawyer to issue a termination letter?

You generally do not need an attorney for routine at-will terminations, but consult counsel if you expect a legal challenge or if local laws impose special requirements.

Should the employee sign the letter?

Some employers request a signed acknowledgment or include a detachable receipt page. CourtPDF’s tool focuses on the employer’s record but you can add a signer block for the employee if desired.

Can I omit the reason?

Yes. Leaving the reason blank keeps the letter neutral. If you do reference a cause, ensure it aligns with prior documentation and HR records.

How soon should property be returned?

Set a specific deadline, often the final workday or within a few days. The letter should list the items and explain how to coordinate drop-off or shipping.

Does this replace exit interview paperwork?

No. Use the termination letter alongside exit interview forms or severance agreements to create a complete separation packet.