Termination letter for employers: clear, fair and respectful
Letting someone go is one of the hardest parts of managing people, and the letter has to be clear, accurate and kind. This prompt has your todo.is agent write a termination letter that states the decision, the effective date, the reason in neutral words, final pay and benefits, and what to return, using only the facts you give it.
The prompt
- Write a termination of employment letter from [COMPANY NAME] to [EMPLOYEE NAME], [JOB TITLE]. Type: [FOR CAUSE, PERFORMANCE, OR LAYOFF/REDUNDANCY]. Effective date: [LAST DAY OF EMPLOYMENT]. Reason in brief: [FACTUAL REASON AND ANY PRIOR WARNINGS WITH DATES]. Final pay, notice pay or severance, unused vacation and benefits: [WHAT THEY WILL RECEIVE AND WHEN]. Company property to return: [LAPTOP, BADGE, KEYS...]. Keep it under 350 words, neutral and respectful, with no personal judgments. Include a contact person for questions. Add a short note at the end of your reply listing what I should check with HR or an employment lawyer for my country. Give me a Word file to put on our letterhead and a PDF.
What to change
- [COMPANY NAME]: Your company's legal name.
- [EMPLOYEE NAME]: The employee's full name.
- [JOB TITLE]: Their role.
- [FOR CAUSE, PERFORMANCE, OR LAYOFF/REDUNDANCY]: Choose one. The structure changes for each.
- [LAST DAY OF EMPLOYMENT]: E.g. "Friday 30 October 2026".
- [FACTUAL REASON AND ANY PRIOR WARNINGS WITH DATES]: Stick to facts, e.g. "missed sales targets for 3 quarters after a performance plan on 1 June".
- [WHAT THEY WILL RECEIVE AND WHEN]: E.g. "salary to 30 Oct, 4 weeks' severance, 5 vacation days, health cover to 30 Nov".
- [LAPTOP, BADGE, KEYS...]: List what they need to give back and how.
Example result
- Termination letter (redundancy)
- Kestrel Logistics Ltd
- 15 October 2026
- Private and confidential
- Dear Ravi Shah,
- Re: Termination of employment due to redundancy
- Following our meeting on 15 October, I am writing to confirm that your role as Route Planning Coordinator is being made redundant. This decision follows the closure of our Northfield depot and is not a reflection of your performance.
- Your employment will end on Friday, 30 October 2026.
- Your final pay and benefits
- • Salary up to and including 30 October
- • Four weeks' pay in lieu of notice
- • Redundancy payment as set out in the attached statement
- • Payment for 5 days of unused vacation
- • Health cover continues until 30 November
- All payments will be made in your final paycheck on 30 October.
- Next steps
- • Please return your laptop, ID badge and fuel card to Megan Hart in HR by 30 October.
- • We will provide a reference confirming your role and dates of employment.
- • We will share any open roles at our other sites that may suit you.
- Thank you for your three years of hard work with us. If you have any questions about this letter or your final pay, please contact Megan Hart at megan.hart@kestrel.example.
- Yours sincerely,
- Olivia Grant
- Operations Director
- Check before sending (not legal advice)
- • Notice periods, severance and final pay rules for your country or state
- • Any consultation rules for redundancies
- • Whether you must state appeal rights or an appeal process
- • That the reason matches your records and any written warnings
How to do it with todo.is
- Copy the prompt and fill in the employee, type, date and pay details.
- Paste it into todo.is, or send it to your agent on Slack. Attach prior warning letters if relevant.
- Your agent writes the letter and lists what to check with HR or a lawyer.
- Have HR or a lawyer review it, put it on your letterhead and give it after the meeting.
Tips for a better result
- Tell the employee in a private meeting first. The letter confirms the decision; it should never be the first they hear of it.
- Use the same facts and dates as your records. Any mismatch can cause problems if the decision is challenged.
- Keep it short and neutral. Leave out opinions about character or attitude.
- Rules on notice, severance and final pay differ a lot by country and state, so get local advice for anything unusual.
termination letter: FAQ
- What should a termination letter include? The decision, the effective date, a brief factual reason, final pay and benefits, property to return, and a contact person for questions.
- Do I have to give a reason for termination? It depends on your country and the employment contract. Many employers include a brief, factual reason. Check local law or with an employment lawyer.
- Is this termination letter legal advice? No. It is a draft based on your facts. Employment law differs by location, so have HR or an employment lawyer review it before you send it.
- Should the letter be given in person? Usually it is given in person or right after the meeting, with a copy sent by email so there is a record.
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